SayPro Communication Records

SayPro Documents Required from Employee

Category: Communication Records

Document Set Title: SayPro Monthly January SCMR-1 – Administrative Support for Tendering Process

---

1. Emails

• Required: Copies or screenshots of all relevant email correspondence conducted in January related to the tendering process.
• Details to include:
  • Sender and recipient email addresses.
  • Date and time stamps.
  • Full email body (no redactions unless confidential).
  • Attachments shared or received (e.g., bid documents, clarification requests).
• Purpose: To verify communication with suppliers, internal stakeholders, or external partners related to tender opportunities, responses, and clarifications.

---

2. Phone Call Logs

• Required: A log or call register of all relevant phone conversations held in January in relation to tendering.
• Details to include:
  • Date and time of the call.
  • Name and organization of the person contacted.
  • Purpose and summary of the conversation.
  • Duration of the call.
• Acceptable formats: Excel sheet, handwritten log (scanned), CRM-generated logs.
• Purpose: To track verbal communication and ensure transparency and traceability in supplier engagement.

---

3. Messaging Platforms / Chats (if applicable)

• Required: Screenshots or exports of relevant communication conducted via approved messaging tools (e.g., Microsoft Teams, WhatsApp, Slack).
• Details to include:
  • Date and time.
  • Participants in the conversation.
  • Full message thread (related to tendering only).
• Purpose: To capture informal but relevant discussions that influenced decisions or provided clarity on tender documentation or supplier responses.

---

4. Meeting Minutes or Summaries

• Required: Notes, minutes, or summaries from meetings (virtual or in-person) that included discussions on the tendering process.
• Details to include:
  • Date and time of the meeting.
  • List of attendees.
  • Key points discussed and action items.
• Format: PDF, Word document, or meeting platform exports (e.g., Zoom, MS Teams notes).
• Purpose: To document decisions or directions provided that impacted the tendering process or administrative tasks.

---

5. Internal Memos or Circulars

• Required: Copies of any internal memos sent or received that provided direction or instruction related to tenders.
• Details to include:
  • Issuer and recipient.
  • Date of issuance.
  • Content related to tendering procedures, updates, or administrative protocols.
• Purpose: To confirm internal coordination and alignment on tendering strategies.

---

Submission Guidelines:

• Deadline: Submit by the 5th working day of the following month (e.g., for January, submit by 7th February).
• Format: PDF preferred; zipped folders for email threads or multimedia files.
• Labeling Convention:
  EmployeeName_Jan2025_CommRecords_TenderingSupport