Correspondence Record Log

Doc #28: Correspondence Record Log

Use this log to track every interaction with the

Competent Authority of Import

(and any transit authorities where applicable). It creates an audit-ready timeline from notification submission to acknowledgement, requests for correction, final consent/conditions, shipment scheduling, and closure confirmations.

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What This Log Captures

• Authority communications: emails, letters, calls, meetings, portal submissions, and acknowledgements.
• Requests & actions: clarification requests, missing annexes, corrections, and resubmissions.
• Deadlines: response due dates, consent expiry, shipment windows, and conditions.
• Evidence trail: file names/links to letters, permits, annexes, and updated forms.

Required Fields

• Date/Time(and time zone if cross-border)
• Authority(Import / Transit / Export)
• Contact Person + Office
• Channel(Email / Letter / Call / Portal)
• Subject / Reference #(notification #, tracking #, case ID)
• Summary of Message(what was requested/confirmed)
• Action Owner + Due Date
• Status / Outcome(Pending / Submitted / Accepted / Closed)
• Attachment Link(s)(where evidence is stored)

Log Template (Copy This Table)

Date Authority Contact Channel Ref # / Subject Request / Message Owner Due Date Status Evidence Link

Common Error: Teams rely on inbox threads only. During authority review, it becomes difficult to prove when a request was received, what was submitted in response, and which version of an annex or form was provided. A structured log prevents missed deadlines and reduces resubmission cycles. Back to Basel Knowledge Hub