Correspondence

Correspondence means written communications exchanged between parties. In a contract setting, it covers letters, notices, emails and other documented communications passing between the buyer and the supplier, and between a supplier and its representatives.

In Canadian federal procurement, the word appears in supply arrangements and contract clauses that govern how suppliers communicate with the Government of Canada and how they identify themselves when they do. It sits alongside related terms such as communication, documentation, notice, records and contract documents, and it is used in its ordinary sense rather than as a separately defined technical term.

How the Solution-Based Supply Arrangement uses correspondence

Public Services and Procurement Canada (PSPC) uses the word in its Solution-Based Supply Arrangement. A contractor representative who uses the Government of Canada email system must identify themselves as a contractor agent or subcontractor. The identification goes in the signature block and under the email's "Properties".

The same clause then extends the protocol beyond the email itself. The identification must also be used in "all other correspondence, communication, and documentation." For a supplier, this means the rule follows every written exchange connected to the arrangement, not only messages sent from a government email account.

Written notices under federal contract terms

Correspondence also carries formal weight when it takes the form of a notice. The Government of Canada's Standard Acquisition Clauses and Conditions state that notices must be in writing. They may be delivered by hand, courier, registered mail, facsimile or another electronic means that provides a paper record.

The delivery methods share one feature: each leaves a record. A notice that cannot be shown on paper or in an equivalent electronic record does not meet the requirement.

Correspondence as part of the contract record

Public contracts commonly treat correspondence as part of the documentary record of the work. A UK public-contract template, for example, defines "Documents" to include "records, reports, studies, documents, papers, correspondence, specifications and other materials" created in delivering services. It is a UK example, not a Canadian clause, but it shows how correspondence is grouped with other deliverables and records.

Canadian instruments place similar weight on communication. PSPC's professional audit support services supply arrangement requires the parties to maintain open and honest communication about the work during and after contract performance.

What correspondence means for a supplier bidding on Canadian public contracts

Treat every written exchange with the buyer as part of the contract record. In practice, that means four habits:

• Preserve communications. Keep letters, emails, notices and related documents that concern the arrangement or contract.
• Use the specified channels. Where a clause sets out how notices are delivered, follow it exactly, and choose a method that provides a paper record.
• Apply identification rules. If your staff use Government of Canada email, make sure they carry the required contractor or subcontractor identification in the signature block, in the email properties and in all other correspondence.
• Read the clause wording. The word correspondence is used in its ordinary sense, so the surrounding clause determines what you must do with it.

Bid teams should brief anyone who will communicate with the client on these requirements before work begins.