THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T___ (TK-021)
Template Title: Report submitted, no case number given — Case-number request script
Related Research Case IDs / Cluster: C (Institution-Building & MoUs)
Linked Templates / Policies: Records & Archive Rule; Peace-first Comms Policy; TK-025 Follow-up Schedule SOP
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
1. Case details (what we submitted)
Report / letter title: _______________________________________________
Short topic (1 line): _______________________________________________
Date submitted: ____ / ____ / ______
Submission channel: [ ] Email [ ] Registered post [ ] In person [ ] Portal
Receiving office name: _____________________________________________
Address / email used: _____________________________________________
Contact person (if known): _________________________________________
2. Submission proof checklist (attach copies)
Tick what you have, and write the ID.
Postal tracking number / receipt ID: ______________________________
Office stamp / receiving signature (photo or scan): ________________
Email “sent” proof (include time + subject): _______________________
Portal submission screenshot / reference: _________________________
Copy of final report + cover letter (same version): ________________
3. What is missing (tick)
No case number / reference number
No written receipt confirmation
No named officer / unit assigned
No timeline given
4. Request message (Email / Letter script — copy and fill)
Subject: Request for case number / receipt confirmation (Submission on //____)
“Dear [Title/Name/Office],
On ____ / ____ / ______, HSWAGATA Museum submitted [report title] to [office name] by [method].
We respectfully request:
The case number / reference number, and
The name of the responsible unit or officer, and
The next step and expected timeline (if available).
Submission proof: [tracking ID / email time / portal reference].
Thank you for your guidance.
Respectfully,
[Full name]
[Role, HSWAGATA]
[Phone] | [Email]”
Data note (tick):
This message avoids sacred-sensitive details. Full details are in the attached report only.
5. Call script (short, calm, and clear)
“Hello. My name is ______ from HSWAGATA Museum. On ____ / ____ / ______ we submitted [report title] to [office].
May I have the case number / reference number?
If it is not ready, may I have the responsible unit name and the date we should call again?”
Call record:
Date/time: ____ / ____ / ______ ______
Who answered (name/unit): _________________________________________
What they said (short, exact if possible): ____________________________
Next date they suggested: ____ / ____ / ______
6. Follow-up schedule (do not spam; be steady)
Request #1 sent on: ____ / ____ / ______
If no reply, Request #2 on: ____ / ____ / ______ (7–14 days later)
If still no reply, escalate internally to Department Head on: ____ / ____ / ______
If needed, use TK-025 (follow-up schedule) and record reasons: _________
7. Outcome (tick and fill)
Case number received: ____________________ Date: //____
Written receipt confirmed (attach): Yes [ ] No [ ]
Responsible unit named: _______________________________________
Timeline given: ______________________________________________
Notes (neutral, factual): __________________________________________
8. Archive and control
File name / code used in museum system: ____________________________
Stored in: [ ] Secure drive [ ] Physical file [ ] Both
Access level set: Internal only [ ] Restricted [ ] Sacred-Restricted
Sign-off
Prepared by: ___________________________ Role: ____________________
Approved by (if required): _________________________________________
Date: ____ / ____ / ______
