Are numbers assigned automatically?

Yes: the reg. no. of incoming and outgoing documents is built from the prefix, sequence number and year. The format (prefix, number of digits, year) is set on the "Settings" sheet. Do not sort rows within a log.

What completion deadline is built in?

By default 30 calendar days from the date received — this is only a default and you should check it against your own rules. For each document type you can set your own deadline or switch control off (0 days).

Can I link a reply to an incoming document?

Yes: on "Outgoing" select the reg. no. of the incoming document — the reply number will appear in the incoming log, and the check will compare the reply date with the due date.

Is the filing index in the sample official?

No, the values are illustrative. Enter your own approved filing plan; check retention periods and schedule items against your own retention schedule.

Is this an official log form?

No, it is a working log form following the log's structure; your organization may use its own form. The "Print Log" sheet gives a form with signature columns.

← All templates

Incoming and Outgoing Documents Log in Excel with Deadline Control and Filing Index

Incoming and outgoing correspondence log in Excel: auto-numbering, traffic-light deadline control, filing index, summary and a print form.

≈ $4.89

390 ₽

Blank template + filled-in example · Excel 2007+, LibreOffice, Google Sheets

Payment is processed securely by YooKassa in Russian rubles. If your card is declined, email us at info@хижняков.рф and we will arrange another way to pay.

What it is for

Keep incoming and outgoing correspondence in one file and never miss a deadline. Excel assigns registration numbers, calculates the due date, shows the status and colors rows like a traffic light. An outgoing reply is linked to the incoming document, and a separate sheet collects overdue and due-soon documents.

What's inside

"Instructions": how to fill it in within 5 minutes, what the colors mean, caveats and a personal data warning.
"Settings": organization, year, default completion deadline, number format for incoming and outgoing documents, and lists of document types (each with its own deadline), correspondents, assignees, signatories and delivery methods.
"Incoming": up to 500 entries — reg. no., date received, sender, sender's ref. no. and date, type, summary, instruction, assignee, deadline, completion date, file index; automatic status, traffic light and checks.
"Outgoing": up to 500 entries — number, date, addressee, summary, assignee, signatory, the incoming no. being answered, delivery method.
"Deadline Control": a ready list of overdue and due-soon documents for team meetings.
"Filing Index": an editable list of file indexes with retention periods and a count of documents in each file.
"Summary": by month, assignee and correspondent, share completed on time, chart.
"Print Log": the incoming registration log for the selected month with signature columns.

For public bodies and institutions

In a government office, school, hospital or local administration, the secretary and the manager's assistant can see which instructions and requests from higher-level organizations are due soon, and the manager gets a ready list for the team meeting. The assignee summary shows the workload of each unit and the share of documents completed on time, and the filing index helps you enter the file index right at registration.

Who it is for

Secretaries and records clerks, executive assistants, office administrators, school and healthcare administrators, property management companies — anyone who registers incoming and outgoing correspondence and is responsible for deadlines.

Compatibility

Excel 2007 and later, LibreOffice. No macros or external links. The file is in English. The completion deadlines, number format, retention periods and filing index in the sample are illustrative: check them against your own rules, your records retention schedule and your local requirements. This is a working log form following the log's structure, not an official form.

📘 Incoming and Outgoing Documents Log in Excel: Numbers, Deadlines and Control

Questions and answers

Are numbers assigned automatically?: Yes: the reg. no. of incoming and outgoing documents is built from the prefix, sequence number and year. The format (prefix, number of digits, year) is set on the "Settings" sheet. Do not sort rows within a log.
What completion deadline is built in?: By default 30 calendar days from the date received — this is only a default and you should check it against your own rules. For each document type you can set your own deadline or switch control off (0 days).
Can I link a reply to an incoming document?: Yes: on "Outgoing" select the reg. no. of the incoming document — the reply number will appear in the incoming log, and the check will compare the reply date with the due date.
Is the filing index in the sample official?: No, the values are illustrative. Enter your own approved filing plan; check retention periods and schedule items against your own retention schedule.
Is this an official log form?: No, it is a working log form following the log's structure; your organization may use its own form. The "Print Log" sheet gives a form with signature columns.