THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T165
Template Title: Internal Office Circular / Memo Template
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35
Linked Templates / Policies: Document Control Policy, T153 (Board Minutes), T162 (SOP Cover Sheet), Staff Code of Conduct
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 [ ]
1) Memo header (required)
Memo / Circular No.: __________________________
Date: ____ / ____ / ______
From (name + role + unit):
To (tick): All staff [ ] Selected units [ ] Board [ ] Volunteers [ ] Contractors [ ] Other: ______
To (list units/roles/names):
CC (optional): ________________________________________________
Subject (short and clear):
Priority (tick): Normal [ ] Urgent [ ] Immediate [ ]
2) Background (optional, 2–4 lines)
Why this memo is issued:
3) Main message (what people must know)
Write in short paragraphs or bullets.
4) Action required (what people must do)
Tick one or more, and write clearly.
Read and follow [ ] Details: _______________________________________
Attend meeting/training [ ] Details: ________________________________
Submit information/report [ ] Details: ______________________________
Stop / pause an activity [ ] Details: _______________________________
Start a new process [ ] Details: ___________________________________
Other: ____________________ [ ] Details: ___________________________
Responsible person / unit (who must act): __________________________
5) Deadline (must be clear)
Deadline date: ____ / ____ / ______ Time (if needed): ________
Where to send / report to (name/role/email): _______________________
6) Supporting documents (attachments / links)
Attach or link related documents.
Policy / SOP attached [ ] Title/code: ______________________________
Form/template attached [ ] Title/code: _____________________________
Meeting agenda attached [ ]
Other attachment: __________________________ [ ]
File location (cabinet/folder + digital path): ______________________
7) Questions / contact
For questions, contact: ______________________ (name/role)
Phone/email: ________________________________________________
8) Approval and distribution
Prepared by: ______________________________ Signature: __________ Date: //____
Reviewed by (Unit Head): ___________________ Signature: __________ Date: //____
Approved by (Director / Authority): _________ Signature: __________ Date: //____
Distribution method (tick): Email [ ] Printed notice [ ] Staff briefing [ ] Messaging group [ ] Other: ______
9) Filing (records control)
Master copy filed? Yes [ ] No [ ]
File reference / folder: __________________________________________
Retention period (if known): ______________________________________
Notes: __________________________________________________________
