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Office Of Siridantamahapalaka

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Office Of Siridantamahapalaka: Template No.: T___ (TK-025) Template Title: Letter accepted but no action — Follow-up schedule SOP

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Template No.: T___ (TK-025) Template Title: Letter accepted but no action — Follow-up schedule SOP

on

 THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM

FOR INTERNAL USE ONLY

Template No.: T___ (TK-025)

Template Title: Letter accepted but no action — Follow-up schedule SOP

Related Research Case IDs / Cluster: C (Institution-Building & MoUs)

Linked Templates / Policies: TK-021 Case-number request; TK-023 Verbal-to-written SOP; TK-032 Escalation Ladder; Records & Archive Rule; Peace-first Comms Policy

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. Submission details (what was accepted)

  • Letter / report title: _______________________________________________

  • Office / agency: _________________________________________________

  • Unit / counter (if known): _________________________________________

  • Date accepted / received: ____ / ____ / ______

  • Acceptance proof type (tick): [ ] Stamp [ ] Receipt [ ] Email ack [ ] Portal ack

  • Proof ID / number: _______________________________________________

  • Was a case number given? Yes [ ] No [ ] If yes: ____________________

2. What “no action” means (tick what you see)

  • No reply after acceptance

  • No officer / unit assigned

  • No timeline given

  • No visible step taken (no meeting, no inspection, no letter)

3. Risk check (do before follow-up plan)

  • Relic safety risk: Low [ ] Medium [ ] High [ ]

  • Public peace risk: Low [ ] Medium [ ] High [ ]

  • Data/privacy risk: Low [ ] Medium [ ] High [ ]
    If any Medium/High: inform Department Head today. Done? Yes [ ] No [ ]

4. Follow-up schedule (steady, polite, not aggressive)
Fill dates now so the team follows one clear plan.

  • Step 1 (Day 7–10): Status + case number request

    • Planned date: ____ / ____ / ______

    • Method: [ ] Email [ ] Letter [ ] Phone then email

  • Step 2 (Day 14–21): Second follow-up + ask responsible unit

    • Planned date: ____ / ____ / ______

    • Method: [ ] Email [ ] Letter

  • Step 3 (Day 30): Formal reminder + attach proof again

    • Planned date: ____ / ____ / ______

    • Method: [ ] Registered post [ ] Official email

  • Step 4 (Day 45–60): Escalate (only if needed and peace-safe)

    • Planned date: ____ / ____ / ______

    • Escalate to: [ ] Higher office [ ] Oversight/ombudsman [ ] Board review

5. Follow-up message scripts (copy + fill)
A) Step 1 (short update request)
Subject: Follow-up on accepted letter (received //____)

“Dear [Office/Name],
On ____ / ____ / ______, our letter titled [title] was received by [office] (proof: [stamp/receipt/ack ID]).
We respectfully request a status update, the responsible unit/officer, and the case number (if assigned).
Thank you.
Respectfully, [Name/Role/Contact]”

B) Step 3 (formal reminder, still calm)
“Dear [Office/Name],
This is a formal reminder. Our submission was received on ____ / ____ / ______. We have not received an update.
Please confirm the case number, current status, and next step. We attach the receipt/stamp again for easy checking.
Respectfully, [Name/Role/Contact]”

6. Contact log (record every touch)

  • Contact #1 date: //____ Method: ______ Result: ____________

  • Contact #2 date: //____ Method: ______ Result: ____________

  • Contact #3 date: //____ Method: ______ Result: ____________
    Attach: [ ] emails [ ] letters [ ] call notes [ ] delivery proof

7. “No case number” branch (if still missing)
If no case number after Step 1 or Step 2:

  • Use TK-021 and send the case-number request. Sent date: //____

  • Ask for: (tick) [ ] reference code [ ] receipt confirmation [ ] unit name

8. Escalation decision (use only when needed)
Tick triggers:

  • Long delay harms relic safety

  • Legal deadline is near

  • Office refuses to confirm receipt

  • Repeated “wait” with no written record
    If ticked: apply TK-032 Escalation Ladder and record decision:

  • Decision by: ______________________ Date: //____

  • Reason (1–2 lines): _______________________________________________

9. Outcome (close this SOP when one is true)

  • Written update received (attach)

  • Case number received: ____________________

  • Meeting scheduled (date): //____

  • Office gave written closure (use TK-040 if no reasons)

Notes (facts only): _________________________________________________

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: ____ / ____ / ______