THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-022
Template Title: Office-Mapping Guide + Reply Scripts (Office says “Not Our Duty”)
Related Research Case IDs / Cluster:
Cluster C (Institution-Building & MoUs) / Cluster F (HGT Conflicts & Governance Responses)
Linked Templates / Policies:
T22 Draft Constitution / TOR Checklist
T24 Standard Cross-Site MoU
T53 External Institution Verbal Clarification & Phone Call Record
T67 Conflict Timeline & Evidence Log (when the situation becomes contested)
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
TK-022 — OFFICE SAYS “NOT OUR DUTY” (C/F)
(Replies, basic law notes, and office-mapping guide)
1. Purpose of This Template
Use TK-022 when an office replies with words like:
“Not our duty.”
“Not our responsibility.”
“We cannot handle this.”
“Wrong department.”
“Please contact another office.”
This template helps HSWAGATA to:
Reply calmly and respectfully.
Ask which office is responsible.
Map the correct authority chain.
Keep a clear record for governance and conflict prevention.
2. Quick Decision Rule
Tick one:
☐ C-type: Administrative mis-routing (no conflict, just wrong office).
☐ F-type: Conflict risk (sensitive relic issue, pressure, blame, politics, or threats).
If F-type, also open a simple risk log (date, who said what, evidence list).
3. Core Principle for Tone (B1 Guidance)
Our tone must be:
Polite
Short
Neutral
Not emotional
Not blaming
We do not argue. We ask for guidance.
4. Reply Script A (Best Default Letter)
Subject: Request for Guidance on Responsible Office / Jurisdiction
Respectfully submitted,
Thank you for your reply dated __________.
We understand that this matter may not be under your office duty.To follow the correct procedure, could you please kindly advise:
Which office / department is responsible for this matter?
If possible, the correct contact point (name, unit, phone/email), or the correct address for submission.
If there is a reference rule, directive, or legal basis for the responsible office, please kindly mention it.
We request this only for correct submission and proper record keeping.
With respect,
Name / Role / Institution
Contact: ___________________
5. Reply Script B (If the Office Refuses to Say Where to Go)
Thank you for your message.
We respectfully request a short note stating:
“This office is not responsible,” and
“Submission should be made to _________ (office name) / higher office / relevant ministry.”
This will help us avoid repeated wrong submissions.
(Keep it calm. Do not sound angry.)
6. Phone Script (30–60 seconds)
“Good day. I am calling for procedure only. We received a reply saying it is not your duty. Could you kindly tell us which office is responsible, and the best way to submit? We will follow your guidance. Thank you.”
7. Basic “Law Notes” (Simple, Non-Legal Advice)
Important: This section is for internal thinking only. It is not legal advice.
Many systems have these common ideas:
Jurisdiction: Each office has a limited duty area (topic + location).
Competent authority: The right office is the one with power to accept, register, and decide.
Referral duty (sometimes): Some offices can redirect a case. Some cannot.
Written record: A short written reply helps reduce future confusion.
Chain of command: Local → regional → ministry → special committee (varies by country).
Goal: Find the lowest correct office that can register the matter and give a case/reference number.
8. Office-Mapping Guide (Step-by-Step)
Step 1 — Identify the “Matter Type”
Tick one (or more):
☐ Cultural heritage / museum registration
☐ Religious affairs / Saṅgha administration
☐ Customs / cross-border transfer (if relevant)
☐ Security / theft risk
☐ Donation / public property claim
☐ Scientific testing / lab permission
☐ Media misinformation / forged documents risk
Step 2 — Identify the “Object”
☐ Sacred relic (high sensitivity)
☐ Document / letter verification
☐ Building / relic room / storage
☐ Event permission / exhibition
☐ Dispute between persons / groups
Step 3 — Identify the “Level”
☐ Township / local office
☐ District / regional office
☐ Ministry / national level
☐ Saṅgha council / religious authority
☐ Joint committee (state + saṅgha + heritage)
Step 4 — Choose the First Target Office
Rule of thumb:
Start where the case can be registered and given a reference number.
If the local level cannot register, go one level higher.
Step 5 — Prepare a “Routing Packet”
Attach:
Cover letter (short)
1-page summary
Proof of submission to the first office
Request: “Please register and give case number, or kindly redirect.”
9. Office-Mapping Table (Fill-in)
Office contacted: __________________________
Their reply: “Not our duty” / other: __________________________
Date: ____ / ____ / ______
Reason they gave (exact words): __________________________
Suggested responsible office (if given): __________________________
If not given, our best next office guess: __________________________
Next submission method:
☐ Registered mail ☐ Email ☐ Fax ☐ Hand delivery ☐ Through liaison
Target outcome for next step:
☐ Case number issued ☐ Written referral issued ☐ Meeting scheduled
10. Escalation Rule (When “Not Our Duty” Happens Twice)
If two offices say “not our duty”:
Do:
Make a one-page office-map note: who said what, and when.
Send a single polite escalation to the higher coordinating body (ministry or central office):
“We received two ‘not our duty’ replies. Please advise correct office to register this matter.”
This prevents endless looping and protects the institution.
11. Archive and Evidence Checklist
Attach and file:
☐ Copy of the “not our duty” reply
☐ Envelope / email header / reference details
☐ Proof of delivery
☐ Phone call note (date/time/summary)
☐ Updated office-mapping table (Section 9)
Archive tag: TK-022 / Government Response Pattern / “Not our duty”
End of Template TK-022
