THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: T064
Template Title: TK-064 Donation Promised but Not Delivered (D) — Pledge Notes — Pledge Tracking Form
Related Research Case IDs / Cluster:
Cluster D (Everyday Faith & Lay Donations)
Linked Templates / Policies:
TK-061 Small Donations Ledger / TK-062 Conditional Donors / TK-063 No-Gift SOP / T42 Rumour & Complaint Management
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
Fields (TK-064 Body)
1) Case Identification
1.1 Case title: _______________________________________________
1.2 Pledge type (tick): Individual [ ] Family [ ] Company [ ] Foundation [ ] Monastic group [ ] Other [ ]
1.3 Date pledge was made: ____ / ____ / ______
1.4 Place pledge was made (event / meeting / phone / online): ____________________________
1.5 Current status (tick):
Open [ ] Follow-up in progress [ ] Delivered [ ] Cancelled [ ] Closed (not delivered) [ ]
2) Donor / Pledger Information
2.1 Name (as given): _________________________________________
2.2 Contact details (phone/email/address): _______________________
2.3 Preferred language: _______________________________________
2.4 Relationship to HSWAGATA (tick): Visitor [ ] Regular donor [ ] Partner [ ] New contact [ ] Unknown [ ]
2.5 Notes on sensitivity (tick):
Low [ ] Medium [ ] High [ ] Sacred-restricted [ ]
3) Pledge Details (What Was Promised)
3.1 Promised amount / value: __________________ Currency: ________
3.2 Type (tick): Cash [ ] Bank transfer [ ] In-kind items [ ] Service support [ ] Construction support [ ] Other [ ]
3.3 Intended purpose (if stated):
3.4 Any conditions attached? Yes [ ] No [ ]
If “Yes,” link to TK-062 file ref: _______________________________
4) Evidence / Source of the Pledge (Pledge Notes)
Tick what exists and attach copies if allowed.
Verbal pledge only [ ]
Message / SMS / chat screenshot [ ]
Email [ ]
Letter [ ]
Event announcement / microphone pledge [ ]
Witnesses present [ ] Names: ________________________________
Photo / video [ ]
Other: _______________________________
Short pledge note (write exact words if possible, simple and factual):
5) Pledge Follow-Up Rules (Ethics + Respect)
5.1 HSWAGATA follows these rules:
No pressure, no shame
No public blaming
Respect the donor’s situation
Keep peace and trust in the community
Follow up politely, with clear records
5.2 Follow-up tone must be:
Respectful [ ] Neutral [ ] Very gentle [ ]
6) Follow-Up Action Log (Pledge Tracking Notes)
Record every contact. Do not erase. Add a new line for each action.
| Step No. | Date | Method (call/visit/msg/email) | Person who contacted | Summary of what was said | Donor response | Next step date |
|---|---|---|---|---|---|---|
| 1 | ||||||
| 2 | ||||||
| 3 |
7) TK-064 — Pledge Tracking Form (Main Register Entry)
| Pledge ID | Date Pledged | Donor Name | Amount/Value | Purpose | Due Date (if any) | Status | Last Contact Date | Next Action | Responsible Staff |
|---|---|---|---|---|---|---|---|---|---|
Status options (use only these words):
Pending
Partly delivered
Delivered
Delayed (agreed)
Withdrawn (donor cancelled)
Unreachable
Closed (not delivered)
8) Risk and Community Harmony Check (Cluster D)
Tick if any risk appears:
Rumours in community about the pledge [ ]
Donor feels embarrassed or pressured [ ]
Staff conflict or blaming language [ ]
Public misunderstanding (social media / talk) [ ]
If any ticked → link to complaint/rumour handling: T42 ref: ___________
9) Closing Options (When Donation Is Not Delivered)
Choose one:
9.1 Option A: Donor requests more time
New expected date: ____ / ____ / ______
Agreement recorded: Yes [ ] No [ ]
9.2 Option B: Donor cancels pledge
Reason (if shared): _________________________________________
Close respectfully: Yes [ ]
9.3 Option C: Donor unreachable
Number of attempts: ____
Last attempt date: ____ / ____ / ______
Close as “Unreachable” after (tick): 30 days [ ] 60 days [ ] 90 days [ ]
10) Final Review and Sign-Off
10.1 Reviewed by / role: ______________________________
10.2 Review date: ____ / ____ / ______
Final decision (tick):
Kept open [ ] Closed (not delivered) [ ] Closed (cancelled) [ ] Delivered [ ]
Notes (short and factual):
Prepared by: ________________________ Signature: ____________
Reviewed by: ________________________ Signature: ____________
Date: ____ / ____ / ______
