Composing & Sending Correspondence

Whether you are issuing a contract notice, responding to a claim, or sending formal instructions, the compose workflow in Pasco Cloud makes it straightforward. This page covers everything from selecting recipients to sending — and what happens once you hit Send.

Opening the Compose Page

You can start composing correspondence from several places:

• Corro sidebar — click the Compose button in the correspondence section to open a blank compose page.
• Notice detail page — click "Send via Correspondence" on an approved notice. This pre-fills the compose page with the notice PDF attached and the report tagged.
• Contract or project detail page — start correspondence pre-tagged to that entity.

All paths lead to the same compose page. The only difference is what gets pre-filled.

Recipients

To (Required)

At least one To recipient is required. Start typing a name or email to search your available contacts. Recipients are restricted to:

• Your connections — members of your personal connections group
• Shared group members — members of groups you belong to

This scoping prevents unsolicited correspondence. You can only send to people within your project network.

CC (Optional)

Carbon copy recipients receive the correspondence and can see all other recipients. CC recipients are subject to the same scoping rules as To recipients.

Group Expansion

You can select a group as a recipient. When you send, the group is expanded to its individual members at that point in time. The correspondence records the individual recipients, not the group — so if the group membership changes later, the original recipient list is preserved.

Subject

The subject line is required and has a maximum length of 200 characters. Choose a clear, descriptive subject — it is the primary identifier when browsing correspondence in the inbox and is used in search results.

When composing from a notice, the subject is not pre-filled — you write your own. This lets you add context beyond the notice title (e.g. "EoT Claim #3 — Inclement Weather, 14–18 March").

Body

The body uses a rich text editor with formatting options:

• Bold, italic, underline
• Bullet lists and ordered lists
• Blockquotes
• Links

Write your correspondence as you would a formal letter or contract notice. The rich text formatting ensures your communication looks professional when read by recipients.

Attachments

Upload files using the standard file uploader. Files are stored securely via presigned S3 URLs. You can attach:

• PDF documents
• Images and photos
• Spreadsheets and other project files

When composing from a notice, the notice PDF is automatically attached. You can add additional attachments alongside it.

Entity Tags

Tag your correspondence to one or more entities to create cross-references:

• Projects — link to relevant projects
• Contracts — link to the contract this correspondence relates to
• Issues — reference issues being discussed
• Reports — link to inspection reports or notices
• Tasks — reference related tasks

Tags are searchable — you can find all correspondence related to a specific contract or project. When composing from a notice, the source report is pre-tagged. Tags are limited to entities you have access to.

💡 Tip

Always tag correspondence to the relevant contract. This builds your correspondence register automatically — every item tagged to a contract appears in that contract's Correspondence tab.

Save as Draft

Click Save Draft to save your work without sending. The correspondence is saved to your Drafts folder with all recipients, subject, body, attachments, and entity tags preserved. Return to drafts at any time to continue editing or send.

Drafts are fully editable — you can change anything before sending.

Sending

When you click Send, the following happens:

1. Status changes to sent — the correspondence is no longer editable.
2. Timestamp recorded — the sentAt timestamp is set permanently.
3. Immutability enforced — the subject, body, To, CC, entity tags, and attachments are frozen. No changes are possible from this point.
4. Recipient records created — a delivery tracking record is created for each recipient, recording when they receive and read the item.
5. Notifications sent — all recipients receive a notification that new correspondence has arrived.
6. Folder placement — the item appears in your Sent folder and in each recipient's Inbox.

Immutability

Once sent, correspondence cannot be edited or unsent. This is a deliberate design decision for construction contract administration — formal correspondence must be a fixed, defensible record.

If you need to correct an error or provide additional information, send a new correspondence referencing the original. Use the Reply or Forward actions to maintain the conversation thread.

⚠️ Watch out!

Once you send a correspondence item, it cannot be edited or unsent. Double-check your recipients, subject, and attachments before sending — just as you would with a formal letter.

What's Next?

• Need to manage your inbox? Read Managing Correspondence.
• Want the big picture? See the Correspondence Overview.