In these Regulations, the following terms shall have the meanings assigned thereto, unless the context requires otherwise:
Regulations: Regulations on Official Communications and the Preservation of Documents and their Information.
Information: Texts, numbers, drawings, pictures, or inscriptions recorded on a container to achieve or clarify a specific purpose.
Container: A paper or electronic container that can hold specific information.
Paper Container: A paper material on which specific information can be recorded.
Electronic Container: An electronic container on which information can be recorded.
Message: Correspondence in the form of a paper or electronic container between two parties (sender and addressee), one or both of which is a government agency, which contains specific information, and originates from a ministry, public institution or entity, or government agency which has a legal personality, or any natural or legal person.
Document: Any container on which information relating to the State’s activities and interests is recorded, whether produced by a State agency or others, which must be preserved for future retrieval or due to its historical value.
Attachments: Any document or item attached to a message which relates to its subject and is deemed part thereof.
Casefile: An incoming or outgoing message and any attachment relating to the subject thereof.
Documentation: Verifying that all the procedures for registering a message in the registers of outgoing or incoming messages and for preservation and reviewing and the like are completed in order for the message to be deemed official and to facilitate the retrieval and tracking thereof.
Original: Original containers of information issued or produced by the relevant agency, such as correspondence, records, statements, reports, decisions, and minutes.
Duplicate: A container of information that is identical to the original.
Copy: A container of information that is taken from an original or duplicate by any copying means.
Reference Initials: A notation made by the person who prepared the message or who is in charge of reviewing it which is placed below the last line of the message in the right margin.
Envelope: A paper or plastic container which is closed on four sides and may be opened from one side only and which is used to hold documents sent to another party.
Folder: A container used to hold a set of documents that are related on the basis of subject, date, type, or source.
Storage Box: A container used to hold a set of folders that are related on the basis of subject, date, type, or source.
Parcel: A container used to hold a set of documents or items attached to a message, whether it is made of metal, leather, cloth, or any other material.
Agency: Any ministry, public institution or entity, government agency, or the like which has a legal personality and an independent budget.
Permanently Archived Documents: Documents that must be permanently preserved pursuant to the laws and regulations governing documents and archives.
Historical Documents: Documents that no longer serve any official purpose, but are of cultural significance which, for the purpose of historical research and studies, requires their preservation.
Corporation: Saudi Post Corporation.
National Address: The registered place of residence of a natural or legal person where such person receives notices, notifications, and the like, which is under the responsibility of the Corporation.
Official Mail: The transportation of mail matter sent by any government agency.
Mailrooms: A service offered to meet the needs of the business sector and government agencies, which provides and operates all postal tools.

These Regulations aim to:
1. set controls for regulating and documenting incoming and outgoing correspondence, standardizing such correspondence in terms of content and format, and regulating the procedures for its receipt, issuance, and delivery between agencies or between such agencies and natural and legal persons as well as the procedures for tracking and classifying said correspondence and maintaining the security of its information; and
2. set controls for the preservation, protection, and handling of the containers and information of documents at all stages during the processes of receipt, delivery, documentation, registration, review, preservation, viewing, and circulation as well as in all electronic transactions and technical uses, and in workplaces.

The communications of an agency shall mean all forms of correspondence to which such agency is a party, including the following:
1. Communications between the agency’s sectors, branches, and units.
2. Communications between the agency and other agencies.
3. Communications between the agency and natural and legal persons.
4. Communications between an agency representing the State and its counterparts in other countries.
5. Communications between an agency representing the State and regional and international organizations.

Official communications between agencies in the performance of their duties shall be carried out at equal administrative levels. If the need arises for official communications to be carried out between two different administrative levels that are not organizationally related, the lower administrative level shall ensure that such communications are carried out through the appropriate administrative level, if possible.

Agencies may not carry out official communications with entities outside the Kingdom or with a foreign mission within the Kingdom except through the Ministry of Foreign Affairs.

1. If an official holds more than one official position, he shall be addressed by the title of the position to which the subject relates.
2. A message shall be delivered to the agency to which it is addressed