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Office Of Siridantamahapalaka: T064 Template Title: TK-064 Donation Promised but Not Delivered (D) — Pledge Notes — Pledge Tracking Form

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T064 Template Title: TK-064 Donation Promised but Not Delivered (D) — Pledge Notes — Pledge Tracking Form

on

 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.DateMethod (call/visit/msg/email)Person who contactedSummary of what was saidDonor responseNext step date
1
2
3

7) TK-064 — Pledge Tracking Form (Main Register Entry)

Pledge IDDate PledgedDonor NameAmount/ValuePurposeDue Date (if any)StatusLast Contact DateNext ActionResponsible 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: ____ / ____ / ______