Correspondence
Official documents, designed in Arabic.
Intake. Classify. Route. Draft. Approve. Archive.
Register and approval chains a tool translated from English gets wrong at government volume. The system of record stays the system of record. The trail is in the language it was signed in.
Who it is for
A correspondence office, diwan, board secretariat, or protocol unit in a UAE ministry, federal or emirate entity, or municipality — and, with a named decision, a KSA digital-government office.
The working language of the file is official Arabic. Incoming and outgoing letters, internal memos, and decisions that carry an approval chain. Volume is daily. Risk is a wrong register, a dropped citation, a letter that reads as fluent and off.
This is not a citizen chatbot. It is not a language pack.
In scope
One register, one institution, one motion:
- Intake — incoming items from email, scan, or the existing registry, as classes. Not a new front door to the state.
- Classify — against the institution’s own incoming/outgoing register and file plan.
- Route — along the approval chain that already exists. Rank stays rank.
- Draft — in official Arabic register. Openings, citations of prior transactions, body, and closing that names the next actor. Not an English draft run through translation.
- Approve — a named human signs. Nothing leaves the chain without one.
- Archive — the signed original is the record. The trail is in the language it was signed in.
Also in scope: human-in-the-loop at every commit; an audit trail a ministry can stand behind; Train so the correspondence office runs it.
Out of scope
- Replacing the ECM, the email system, or the existing registry. They stay. We sit with them.
- A public-facing assistant for hours, fees, or form numbers.
- Unsupervised send.
- Connectors invented against named vendor products. ECM / email / existing registry are classes. A contracts officer names the instances in the SOW.
- A second ministry workflow in the same engagement. The next register is a new decision.
- A translation pass on an English-first tool.
The motion
The same six steps, every item:
Intake → classify → route → draft → approve → archive.
If a step is missing, it is not this system. If draft is English-first, it is not this system. If approve is optional, it is not this system.
Arabic register
Correspondence is designed in Arabic. That is a product fact, not a slogan.
Register, structure, and approval chains are the work. Rank-sensitive openings. Citation of prior transactions where the register allows. A closing that names the next actor. The signed original is the record. The English working copy, if one exists, is not.
An Arabic page of this site is forthcoming. This page is English for the contracts file. The system is not.
The trail
Who received it. How it was classed. Who it went to. Which draft. Who signed. Where it lives.
The trail is readable in the language of the signature. A regulator, an audit committee, or a successor clerk should be able to follow it without a briefing from us.
The system of record stays the system of record
We do not ask the institution to migrate its archive in order to draft a letter. The correspondence system writes beside the registry the office already keeps — ECM, email, existing registry, as classes. Instance names belong in the SOW, not on this page.
Where it runs (Sovereignty Fabric)
Not a product. The reason a procurement office can sign.
The build sits in-country: hosting, model routing, access, audit, residency. On-prem or air-gapped where the classification requires it. A cloud region is not a jurisdiction. Keys, inference, and who can be compelled still matter.
At exit the institution holds the instance: weights, prompts, logs, runbooks. 54east does not keep a licensed copy of their letters.
Train is the exit
The correspondence office runs it. Executive so the signers understand the system they own. Technical so the team that keeps the register can operate it. Train-the-trainer so the next cohort does not need us.
A staffing desk on the diwan is the failure mode. See Train.
What a contracts officer can start with
Nothing below is a price. It is the object.
- One named register (incoming, outgoing, or a defined slice).
- The motion above, as acceptance: an item can be followed from intake to archive, in Arabic, with a named signer.
- Classes of connection: ECM / email / existing registry — instances named in the SOW.
- In-country residency, keys, and trail, as a floor.
- Train as a contracted exit, not an option.
- A written decision to build, from a board briefing or a decision audit. Nothing is built before that exists in writing.
Who sits in the first conversation: the people who would architect the build. The CEO is the face of the client.
Public sector is the industry wrapper. It points here. How we work is the five rungs. Decision audit if the question is still build, buy, or wait.