One registry to receive, approve, and answer every official letter.
A complete correspondence registry for government agencies, ministries, hospitals, universities and regulated enterprises — inbound and outbound letters, memos and directives with automatic numbering, a configurable approval chain, reference chains, delegation, QR codes, digital signatures, an email gateway and portal access, all built into Odoo.
The problem
Government agencies, ministries, legal firms, hospitals, universities and large enterprises still register official letters, memos and directives in spreadsheets, shared drives and paper logs. Letters get lost, there is no reliable record of who handled what and when, reference numbers are duplicated or inconsistent, overdue items go unnoticed, and when an auditor asks for proof a letter was received, approved and answered, there is nothing defensible to show.
The solution
Official Correspondence Management gives every letter, memo and directive a single record: automatic sequential numbering, a configurable approval chain, reference chains linking replies to originals, delegation for absences, QR codes and signature capture, an encrypted secure-note field, and a full timestamped audit trail — plus a portal for external stakeholders and an email gateway that registers inbound mail automatically.
Everything a registry office needs
Every capability below is implemented in the module.
Inbound & Outbound Registration
Register every incoming or outgoing letter, memo or directive with sender/recipient, urgency, confidentiality classification and unlimited attachments, linked straight to the contact database.
Configurable Approval Workflow
Move records through Draft, Reception, Review, Approved, Transmitted, Answered and Archived with a visible statusbar, restricted approval rights and a kanban board grouped by state.
Reference Chains & Smart Reply
Link a reply to its originating letter and chain related correspondence. One click on Smart Reply creates a pre-filled outbound record referencing the original, with no re-typing.
Automatic Numbering & Renumbering
Every record gets a unique, configurable sequence number by type. A manager-only wizard bulk-renumbers existing records when a fiscal-year or format policy changes.
QR Codes & Digital Signatures
Each record generates a printable QR code linking the physical letter to its digital twin, plus signature capture with signatory, date and a signed-status indicator.
Encrypted Notes & Full Audit Trail
Store confidential notes encrypted at rest, visible only to compliance officers, and get a timestamped, append-only audit log of every creation, state change and security action.
Delegation Management
Reassign an out-of-office user's open correspondence to a delegate for a defined period, with reason and expected return date, so nothing stalls while someone is away.
Overdue Tracking, Retention & Recycle Bin
Response-due dates are flagged automatically on records past deadline. Configurable retention rules archive and, later, soft-delete old records into a recoverable Recycle Bin.
Portal Access, Email Gateway & Bulk Actions
External stakeholders track their correspondence through a secure portal. A monitored mailbox registers inbound mail automatically, and bulk actions change state, tag, reassign or reply across many records at once.
How it works
Register
Capture an inbound or outbound letter with sender, urgency and confidentiality, or let the email gateway register it automatically. A sequence number is assigned on save.
Route & Approve
The record moves through Reception, Review and Approved states with restricted approval rights, delegated automatically to a stand-in if the responsible user is away.
Respond
Use Smart Reply to create a linked outbound response pre-filled with the reference, or apply a Bulk Action to move several similar records at once.
Track & Archive
Overdue responses are flagged, a full audit trail records every step, and archived records move to Recycle Bin recovery or retention purge on your schedule.
Frequently asked
No sales fog. If your question isn't here, email us and we'll answer it the same way.
Yes. Numbering formats, correspondence types and letter templates are all configurable, so the registry adapts to your organization's conventions instead of assuming one country's rules.
Buy it on the Odoo App Store
Purchase, download and install directly from the official Odoo Apps Store — you'll always get the latest supported build.
Official Correspondence Management
Inbound and outbound registration, configurable approvals, reference chains, automatic numbering, QR codes and signatures, delegation and overdue tracking — with encrypted notes and a full audit trail.
Buy on Odoo App Store