Template No.: T___ (TK-023) Template Title: Quiet verbal response only — Verbal-to-written confirmation SOP
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T___ (TK-023)
Template Title: Quiet verbal response only — Verbal-to-written confirmation SOP
Related Research Case IDs / Cluster: C
Linked Templates / Policies: TK-031 Meeting Minute Standard; Records & Archive Rule; Data Handling Rule; 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. What happened (verbal response record)
Office / agency: _______________________________________________
Unit / counter / officer name (if known): ________________________
Date/time of verbal response: ____ / ____ / ______ ________
Location or channel: [ ] Phone [ ] In person [ ] Other: ________
Witness present (if any): _______________________________________
2. Call / meeting notes (facts only)
Write short points. Do not add anger words.
We asked for: _________________________________________________
They said (main points):
Any promise made? Yes [ ] No [ ]
If yes, what and when: _________________________________________Any refusal / “wait” message? Yes [ ] No [ ]
If yes, exact words: “_________________________________________”
3. Risk check (tick what applies)
Relic safety risk: Low [ ] Medium [ ] High [ ]
Public peace risk: Low [ ] Medium [ ] High [ ]
Data/privacy risk: Low [ ] Medium [ ] High [ ]
If Medium/High, notify Department Head today. Done? Yes [ ] No [ ]
4. SOP: Convert verbal to written (do within 24 hours)
Step 1 — Write a “confirmation message” (email/letter)
Purpose: to avoid misunderstanding and create a clear trail.
Copy + fill script:
Subject: Confirmation of discussion on //____ (Request for written confirmation)
“Dear [Title/Office/Name],
Thank you for speaking with us on ____ / ____ / ______ about [topic].
To avoid misunderstanding, we confirm our understanding as follows:
Point 1: __________________________________________
Point 2: __________________________________________
Point 3 (if any): __________________________________
If any point is not correct, please reply with the correction.
We also kindly request written confirmation of the next step and the responsible unit (if available).
Respectfully,
[Name]
[Role, HSWAGATA Museum]
[Phone] | [Email]”
Step 2 — Attach minimal documents
Attach only what is needed (avoid sacred-sensitive details)
Use “Restricted” level if it includes personal data
Attachment list: _________________________________________________
Step 3 — If they refuse email (in-person only)
Choose one option:
Option A: Deliver printed letter and request stamp/signature on our copy.
Delivery date: ____ / ____ / ______
Stamp/signature obtained: Yes [ ] No [ ]
Option B: Send registered post.
Tracking number: _____________________________________________
Option C: Ask them to write a short note on official paper (if allowed).
Note received: Yes [ ] No [ ]
5. Response tracking
Confirmation message sent on: ____ / ____ / ______
Reply received? Yes [ ] No [ ]
If yes, date: ____ / ____ / ______ Summary: _____________________If no reply, next follow-up date: ____ / ____ / ______ (7–14 days)
Case number given? Yes [ ] No [ ] Number: ______________________
6. Outcome (what we can rely on)
Tick one:
Written confirmation received (best result)
Written correction received
No written reply, but we have proof we asked
Office denies verbal statement (record and escalate if needed)
Notes (neutral, factual): ____________________________________________
7. Archive and control
Museum file code: ________________________________________________
Stored in: [ ] Secure drive [ ] Physical file [ ] Both
Access level set: Internal only [ ] Restricted [ ] Sacred-Restricted
Sign-off
Prepared by: ___________________________ Role: ____________________
Reviewed by (if required): _________________________________________
Date: ____ / ____ / ______