THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T___ (TK-024)
Template Title: Request to withdraw complaint — Pressure-resistance protocol
Related Research Case IDs / Cluster: F (HGT Conflicts)
Linked Templates / Policies: Ethical Principles; Peace-first Comms Policy; TK-032 Escalation Ladder; Board Legal Trigger Rule; Data Handling Rule
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. Situation summary (facts only, 2–3 lines)
Case / topic: _________________________________________________
Our original complaint date: ____ / ____ / ______
Who asked us to withdraw: ______________________________________
Their role/office (if known): ____________________________________
2. How the pressure happened (tick + fill)
Method: [ ] Phone [ ] Message [ ] In person [ ] Letter [ ] Third party
Date/time: ____ / ____ / ______ ________
Location (if in person): ________________________________________
Exact words (as close as possible):
“______________________________________________________________”
3. Risk check (tick)
Threat / intimidation
“Do this or we will…” condition
Offer of gift / benefit (not allowed)
Reputational pressure (shaming)
Relic safety risk linked to the request
Risk level now: Low [ ] Medium [ ] High [ ]
If Medium/High: notify Department Head today. Done? Yes [ ] No [ ]
4. Evidence to keep (attach / record)
Screenshot / message copy
Call notes (time, number, summary)
Witness name (if any): ______________________________________
Audio recording (only if legal in your country): Yes [ ] No [ ]
Notes on where evidence is stored (secure): ________________________
5. Do-first steps (stay calm, protect peace)
Tick when done:
Do not argue. Use calm voice.
Do not agree on the spot.
Say: “We will review internally and reply in writing.”
End the talk if it becomes unsafe or aggressive.
6. Museum response script (copy + fill)
Option A: Standard (best default)
“Thank you for your message. We respect the process. We cannot withdraw at this time. We will review internally and reply in writing. Please send any request through the official channel.”
Option B: Ask for written reasons (if they insist)
“To avoid misunderstanding, please send the request and reasons in writing, with the office reference and officer name.”
Option C: If they threaten
“We cannot discuss this under pressure. We will record this contact and report it through the proper channels.”
7. Internal protection steps (one contact person rule)
Case owner (single contact person): _______________________________
Backup person: _________________________________________________
Limit contact to: [ ] email [ ] official letter [ ] scheduled meeting only
Staff safety plan needed? Yes [ ] No [ ] Notes: ________________
8. Escalation trigger (tick + action)
Trigger to escalate to Board/Legal if any apply:
Threats / harassment
Attempt to block filing / process
Data leak / request for private info
Relic security risk
Repeat pressure (2+ times)
Escalation date: ____ / ____ / ______
Escalated to: [ ] Dept Head [ ] Board [ ] Legal adviser [ ] Security lead
9. Outcome tracking
Did we withdraw? Yes [ ] No [ ]
Written request received from them? Yes [ ] No [ ]
Next official step we took: _______________________________________
Notes (neutral, factual): _________________________________________
10. 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: ____ / ____ / ______
