Contract Management

APPENDIX 5

Project Memo system – guidance notes

All formal communications between the parties on technical and programme issues are sequentially numbered and sent to a single point of contact in each organization, who will:

• maintain a register of incoming and outgoing Project Memos;
• distribute Project Memos to any internal addressee;
• ensure that Project Memos are properly actioned;
• make a monthly report of ‘unclosed’ Project Memos.

For incoming Project Memos, the register records the sequential number of the memo and date received, the addressee and the subject. The equivalent register of outgoing Project Memos records the sequential number, the date sent, name of originator, name of addressee and the subject. If this is strictly adhered to ...