THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T233
Template Title: Official Communication Verification Log (Verified Channels Only)
Related Research Case IDs / Cluster: Cluster F – HGT Conflicts & Security (Cases 66–85)
Linked Templates / Policies: T229 (Document & Media Index), T230 (Evidence Assessment), T227 (Chronology), T231 (Actions Tracker), Confidentiality & Access 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 [ ]
A) Purpose and rule (must follow)
Purpose: to confirm if a message/letter/order is real before we act.
Rule: Do not act on screenshots, forwards, or rumours only. Verify first.
Case ID: ___________________________ Linked T227 Timeline No.: ________
Evidence ID (from T229): ___________________________
Urgency: Low [ ] Med [ ] High [ ] (If High, still verify first.)
B) Communication details (what we received)
Type: Letter [ ] Email [ ] Screenshot [ ] Chat message [ ] Phone call note [ ] Social media post [ ] Other: ______
Claimed sender name/title (as written): ____________________________________
Claimed office/organization: _____________________________________________
Claimed request/order (1–2 lines):
Date/time shown on the message (if any): //______ Time: ______
Received date/time: //______ Time: ______
Received from (role/code): __________________________
Received channel: Official email [ ] Personal email [ ] Chat app [ ] Social media [ ] Hand delivered [ ] Other: ______
C) Verification plan (choose at least 1 verified method)
Tick the method(s) used:
Confirm by official phone number from trusted directory/contact list [ ]
Confirm by official email (same domain/known address) [ ]
Confirm by official office address (registered letter / visit) [ ]
Confirm by existing MoU / known contact person (verified) [ ]
Confirm through public official website announcement (if relevant) [ ]
Not possible to verify now (explain why): _________________________________
Verified contact source used (where the contact came from):
T228 verified register [ ] Government directory [ ] Prior official letter [ ] Other: ______
D) Verification steps log (write clearly)
| Step no. | Date/time | Verification method | Contact used (do not write full private details here) | Staff who checked (role) | Result (confirmed / not confirmed / pending) | Notes |
|---|---|---|---|---|---|---|
| 1 | //____ ____ | Phone [ ] Email [ ] Letter [ ] Visit [ ] Website [ ] Other: ___ | From: ____________ | __________ | __________ | __________ |
| 2 | //____ ____ | Phone [ ] Email [ ] Letter [ ] Visit [ ] Website [ ] Other: ___ | From: ____________ | __________ | __________ | __________ |
| 3 | //____ ____ | Phone [ ] Email [ ] Letter [ ] Visit [ ] Website [ ] Other: ___ | From: ____________ | __________ | __________ | __________ |
E) Verification outcome (tick one)
Verified official / genuine [ ]
Not verified / likely false [ ]
Mixed / partly verified [ ]
Pending (still waiting) [ ]
Reason (simple, 3–6 lines):
F) Decision control (what we will do now)
Action allowed now (tick):
Proceed with the request (only what is verified) [ ]
Ask for a formal letter / clearer reference number [ ]
Stop action and treat as misinformation [ ]
Escalate to Board / Head / Legal / Security [ ]
Prepare a calm fact-check message (internal only) [ ]
Action notes (1–3 lines):
G) Follow-up and filing
Linked templates to update:
T230 [ ] T231 [ ] T232 [ ] T244 [ ] Other: ______
Confidentiality for this record:
Internal [ ] Restricted [ ] Sacred-Restricted [ ]
Stored at (cabinet/folder path): ______________________________________
Next review date (if pending): ____ / ____ / ______
H) Sign-off
Checked by (Name): _________________________ Role: ___________________
Signature: _________________________________ Date: //______
Reviewed/Approved by (Supervisor/Head): ______________________________
Signature: _________________________________ Date: //______
