Documented incoming and outgoing correspondence
Every transaction carries a number, a date and a complete trail: who created it, who approved it, who received it, and when.
The problem
"Where is that transaction now?" shouldn't take a phone call
A transaction leaves your department, and tracking it starts the old way: a call, then a reminder, then a visit in person. When it stalls, no one knows exactly which desk it stopped at, since when, or who actually received it.
When government correspondence runs over email or WhatsApp, it gets worse: no single register, no proof of delivery, and no way to pull up a letter from two years ago — exactly when it is requested for review or audit.
Administrative correspondence at your entity
Where is the transaction?A call, a reminder, a visit in personUntracked
ReceiptNo proof — "I never got it"Unproven
Letters by email and WhatsAppNo single registerScattered
A letter from two years agoRequested for review or auditLost
Transaction locationLive, with time spent at each deskTracked
ReceiptRecorded before it counts as deliveredProven
One digital workflowFrom creation to proof of deliveryUnified
A letter from two years agoSearch its content, not just its numberInstant
The transaction: paper passed between desksa documented trail
Capabilities
What Hexmate Mail does for your entity
Proof of delivery
A transaction isn't marked delivered until its receipt is actually recorded — so "it never reached me" is no longer an excuse.
Real-time tracking
A dashboard shows where every transaction is at any moment, and how long it has sat with each party.
Official circulars
Issue circulars to the departments you target, with a report of who has read them and who hasn't.
Encrypted correspondence
Sensitive letters go out fully encrypted, each with its own classification level and access rights.
Archiving and instant search
Every letter is archived automatically and can be retrieved by searching its content, not just its number.
Alerts and escalation
Automatic reminders as a deadline approaches, and escalation to the next manager up once it passes.
AI
AI in Hexmate Mail — what it means in practice
Automatic sorting and routing
The system reads each incoming transaction, identifies its subject and priority, and suggests the right department — instead of manual sorting at the incoming mail desk.
Automatic summaries
Concise summaries of long letters and their attachments, so managers spend less time reading.
Delay detection and prediction
Learns which routes tend to stall and alerts you before the official deadline passes, not after.
Interface preview
Every transaction, every moment, always accounted for
One dashboard for letters and correspondence — each transaction's route from creation to proof of delivery, with every event logged the moment it happens.
- A documented route: create, approve, send, receive
- Circulars with read and unread reports
- Encrypted letters with classification levels
Transaction route 1184Tracking
Create
Approve
Send
Receive
DashboardLatest events
Circular No. 402 delivered
To all departments
Audit trail updated
09:45 AM
Encrypted memo sent
HR Director
Illustrative interface — sample data shown.
The headline number
75%
faster administrative approval cycle
Measured on the live incoming and outgoing correspondence system at SAFE
Integration
One transaction, one document
An attachment added to an outgoing transaction here is the very same document archived in Hexmate Docs — same permissions, same audit trail, no copies or duplicate uploads. And a committee decision issued in Hexmate Meet becomes an official circular in one click, still linked to its original minutes.
Explore the full platformWho uses it
Entities running on Hexmate Mail
A selection from the 17+ entities that rely on Hexture systems.
2022
GCC Unified Military Command
The first digital system to enter the Command. Three integrated systems — administrative correspondence, visitor registration and document archiving — serve 100+ users across all Command centers, replacing paper passed between offices with a fully documented process.
2024
SAFE
An incoming and outgoing correspondence system that tracks and documents every transaction. It ended lost transactions and made the approval cycle 75% faster.
FAQ
Questions clients ask before they start
Have another question?Send it to us or email Info@hexture.net
Can this correspondence management system officially replace paper correspondence?
The system records every transaction in a tamper-proof log with the time, the user and proof of delivery, which makes it more reliable than a traditional paper archive. It can also be configured to comply with your entity's approved administrative correspondence regulations.
We have our own correspondence rules and outgoing numbering. Will the system adapt?
Yes. Numbering sequences, approval workflows, classification levels and letter templates are configured to your rules before go-live — not the other way around.
How do we handle entities that still send paper?
Incoming paper is scanned at the point of receipt and enters the digital workflow with the same number and tracking. Outgoing letters can be printed and signed on paper without breaking their digital record.
What happens to our existing correspondence archive?
We migrate your entire legacy archive so no historical correspondence is lost, and it stays searchable in the new system.
How do we prove the improvement after go-live?
System dashboards show each transaction's cycle time and how long it sat with each party, so you compare before and after with figures from your own system, not impressions.
Does it run inside our internal network with no internet connection?
Yes. It runs entirely within your own infrastructure (on-premise), the standard choice for our clients in the sovereign and military sectors.
Does it support e-signatures and classification levels?
Yes. It supports electronic signatures within approval workflows and can integrate with accredited signing platforms. Every transaction carries a classification level that controls who can view, print or export it, and every attempt is logged.
Next step
Start with one module
You don't have to adopt the whole platform. Start with the module that solves your biggest pain point today and add others when you need them — no re-implementation or data migration, because every module runs on one database from day one.
Book a demo A 30-minute session on your actual workflows
Talk to a specialist We reply within one business day
Or email us directly — Info@hexture.net