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: ____ / ____ / ______
