Professional Documents
Culture Documents
Expansions
Reneving
of New Faculties/Buildings,
in the Existing Buildings ,
Works and Extension of
Infrastructures
Garyounis University /Benghazi
Correspondence Procedure
July 2010
Doc. No. : GARUN-32-QA-GN-GN-PR-0002-0A
Prepared by
Prepared by
Approved by
Project Manager
Revision
Page
Date
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all
30.05.2010
0A
all
29.07.2010
GARUN-32-QA-GN-GN-PR-0002.0A
Description
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Objective
2.
Responsibility
3.
General Rules
3.1
Main Rules
3.2
Letterhead
3.3
Date
3.4
Document Number
3.5
Receiver
3.6
Subject
3.7
3.8
Salutation
3.9
Complimentary Close
3.10
Enclosure
3.11
3.12
Letter Format
4
4
4
4
4
4
5
5
5
6
6
6
6
6
6
Appendix
Objective
This section describes the procedure for all the necessary correspondance during the
project.
Letters and their copies are considered as correspondance. Submittals other than
letters are not considered as correspondance document.
Responsibilities
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3.1
Main Rules
The information flow other than written correspondence/submittals shall be deemed
as unofficial.
The Project parties shall deliver the correspondences and transmittals to each other
by hand.
All correspondence shall be in English.
The official communication may only be done via correspondences. The rules to
apply for letters are given in Clause 3 General Rules for Letters.
3.2
Letterhead
Heading, logo or letterhead that indicates the author party of the letter shall be located
at the top of the letter.
3.3
Date
The date of sent (not of the creation) shall be located at the top and left hand side of
the letter. It shall be shown in order day /month/year with a comma after the month. A
letter without date on it shall not be accepted by other parties.
GARUN
F
-
LT
G
-
xxxx
Sequential
No.
Document Type
GARUN-32-QA-GN-GN-PR-0002.0A
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Routing To
Routing From
Fixed for the Project
ROOTING FROM
Code
1
2
3
4
5
6
7
8
ROOTING TO
Value
ODAC
ASARH CONSULTANT COMPANY
SEMBOL-ANAYURT JV
SEMBOL
ANAYURT
ARCADIS CONSULTANT COMPANY
ISTANBUL HEADQUATER
OTHERS
Code
1
2
3
4
5
6
7
8
Value
ODAC
ASARH CONSULTANT COMPANY
SEMBOL-ANAYURT Joint Venture
SEMBOL
ANAYURT
ARCADIS CONSULTANT COMPANY
ISTANBUL HEADQUATER
OTHERS
3.5 Receiver
The name of the receiving party shall be located at the left hand side of the letter with
address.
3.6 Subject
It shall always start with the name of the Project. The short description of the intent
and/or purpose of the correspondance shall be written. Each letter shall have a single
subject for archiving purpose.
3.7 Reply to / Regarding (Re.)
If the subject of the correspondence is regarding the content of another document or it
is a reply to a previous correspondence, the related document/correspondence shall be
mentioned clearly with its reference number and date.
3.8 Salutation
GARUN-32-QA-GN-GN-PR-0002.0A
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GARUN-32-QA-GN-GN-PR-0002.0A
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Appendix
Subject
Reply to
:
:
Correspondance procedure
Your letter GARUN-23-LT-0002 , dated
GARUN-32-QA-GN-GN-PR-0002.0A
15.05.2010
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Yours faithfully
for Symbol-Anayurt Joint Venture
<Signature>
Project Manager
GARUN-32-QA-GN-GN-PR-0002.0A
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