THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T193
Template Title: Small-Donor Stewardship & Thank-You Log
Related Research Case IDs / Cluster: Cluster D (Everyday Faith & Lay Donations), Cases 36–45
Linked Templates / Policies: T176 (Lay Donor Registration), T177 (Cash Donation Acceptance), T178 (In-Kind Acceptance), Communication Policy, Data/Privacy Rules, T173 (Records Classification)
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) Purpose (why we use this log)
This log tracks many small donors and the thank-you actions we send.
It helps gratitude, trust, and clear records.
2) Log period and owner
Log period (month/quarter/year): ______________________________
Department / unit: ___________________________________________
Log owner (name/role): _______________________________________
Review frequency (tick): Weekly [ ] Monthly [ ] Quarterly [ ]
3) Simple rules (how to use this log)
Record donors respectfully.
Do not share donor phone/address outside the museum.
If donor wants to stay anonymous, record “Anonymous” and do not publish their name.
If a donor asks “no contact,” do not send messages (only send receipt if required).
4) Thank-you log table (main fields)
(Use one line per donor. Add pages as needed.)
Columns to fill:
Entry No.
Date received
Donor name (or “Anonymous”)
Donor ID (if linked to T176)
Donation type (Cash / In-kind)
Donation amount / item summary
Related form ref (T177/T178 ID)
Thank-you action taken (SMS / Email / Call / Letter / In-person / Public list)
Date thank-you sent
Sent by (name/role)
Donor comment / preference (e.g., “no public name”, “no contact”, “prefers phone”)
Notes (short)
Log entries
Entry 1
Entry No.: ______
Date received: //____
Donor name: __________________________________
Donor ID (T176): ______________________________
Donation type: Cash [ ] In-kind [ ]
Amount / item summary: ________________________
Related form ref: T177 [ ] T178 [ ] ID: __________
Thank-you action: SMS [ ] Email [ ] Call [ ] Letter [ ] In-person [ ] Public list [ ] None (no contact) [ ]
Date thank-you sent: //____
Sent by: ______________________________
Donor comment / preference: ____________________
Notes: _______________________________________
Entry 2
Entry No.: ______
Date received: //____
Donor name: __________________________________
Donor ID (T176): ______________________________
Donation type: Cash [ ] In-kind [ ]
Amount / item summary: ________________________
Related form ref: T177 [ ] T178 [ ] ID: __________
Thank-you action: SMS [ ] Email [ ] Call [ ] Letter [ ] In-person [ ] Public list [ ] None [ ]
Date thank-you sent: //____
Sent by: ______________________________
Donor comment / preference: ____________________
Notes: _______________________________________
Entry 3
Entry No.: ______
Date received: //____
Donor name: __________________________________
Donor ID (T176): ______________________________
Donation type: Cash [ ] In-kind [ ]
Amount / item summary: ________________________
Related form ref: T177 [ ] T178 [ ] ID: __________
Thank-you action: SMS [ ] Email [ ] Call [ ] Letter [ ] In-person [ ] Public list [ ] None [ ]
Date thank-you sent: //____
Sent by: ______________________________
Donor comment / preference: ____________________
Notes: _______________________________________
(Add more rows as needed.)
5) Public acknowledgement control (optional)
Will any names be published (e.g., annual report donor list)? Yes [ ] No [ ]
If Yes:
Source list file name/path: ____________________________________
Confirm consent for names: Yes [ ] No [ ]
Names to keep private (write “Anonymous” or list IDs): ______________
6) Review and follow-up (optional)
Any donors needing follow-up (receipt missing / message bounced)? Yes [ ] No [ ]
If Yes, list entry numbers: _________________________________________Any repeated donor preference notes to update in T176? Yes [ ] No [ ]
If Yes, what updates: ______________________________________________
7) Sign-off and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Unit Head / Finance if needed): ____ Signature: __________ Date: //____
File code / reference ID: ____________________
Classification recommended (T173): Internal [ ] Restricted [ ]
File location (cabinet/folder + digital path): __________________________
Retention period: 1 year [ ] 3 years [ ] 5 years [ ] Other: ____
