What is the retention period for relief letters and correspondence?

• A. 1 Year
• B. 2 Years
• C. 5 Years
• D. 10 Years

Answer: (B)

Relief letters and related correspondence are treated as routine administrative records. Their value is mainly for short-term reference to document the action of relieving someone from duties or to handle immediate personnel changes, inquiries, or follow-ups. Because these items don’t establish policy or create long-term obligations, they’re kept only for a brief period—two years—before disposal. This two-year window balances having enough time to address any administrative needs or audits with not tying up space for records that don’t provide ongoing value. Retaining them for one year would be too short for potential follow-ups, while longer periods like five or ten years would be unnecessary for routine correspondence.