THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-023
Template Title: Verbal-to-Written Confirmation SOP + Call Notes (Quiet Verbal Response Only)
Related Research Case IDs / Cluster:
Cluster C (Institution-Building & MoUs) / Quiet administrative response pattern (C)
Linked Templates / Policies:
T53 External Institution Verbal Clarification & Phone Call Record Sheet
TK-021 Case-Number Request Script
TK-022 Office-Mapping Guide
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-023 — QUIET VERBAL RESPONSE ONLY (C)
(Call notes + Verbal-to-written confirmation SOP)
1. Purpose of This Template
Use TK-023 when an office gives a response only by phone / in person, such as:
“We received it.”
“We will look at it.”
“Wait for updates.”
“No need to send again.”
“We cannot give a case number now.”
But there is no written reply, no email, and no reference ID.
This template helps HSWAGATA to:
Record the verbal response correctly.
Convert the verbal response into a written confirmation without creating pressure.
Reduce future misunderstandings and protect governance records.
2. Definition (Simple)
Quiet verbal response = a polite response is given, but:
no letter is issued,
no case number is given,
no official email confirmation is sent.
3. Core Principle (Tone)
We do not argue.
We do not demand.
We politely say: “For our records, may we confirm in writing?”
4. Verbal-to-Written Confirmation SOP (Step-by-Step)
Step 1 — Make a Call Note Immediately (within 30 minutes)
Write the call note while it is fresh.
Step 2 — Send a “Confirmation Email/Letter” within 24 hours
This is a short message that repeats the key points and asks them to correct us if needed.
Step 3 — If No Reply, Send One Gentle Reminder (after 7–14 days)
Only one reminder. Keep it respectful.
Step 4 — Archive
File the call note + confirmation message + proof of sending.
5. Call Notes Form (Fill-in)
A. Call / Meeting Details
Date: ____ / ____ / ______
Time (local): __________
Channel: ☐ Phone ☐ In-person ☐ Other: __________
Office contacted: __________________________
Address / Branch (if known): __________________________
B. Person Spoken To
Name (if given): __________________________
Role / Unit (if given): __________________________
Phone number used: __________________________
C. Purpose of Contact
Related submission date: ____ / ____ / ______
Title/subject of submission: __________________________
Our requested action: ☐ Case number ☐ Receipt confirmation ☐ Routing guidance ☐ Other: ______
D. Exact Words (Best as possible)
Write short direct phrases, not long stories:
“__________________________________________________”
“__________________________________________________”
E. Our Response (What we said)
“__________________________________________________”
F. Result
Tick one:
☐ They confirmed receipt verbally
☐ They said “wait / pending”
☐ They gave informal guidance to contact another office
☐ They refused to confirm anything
☐ Other: __________________________
G. Next Step Date
Next follow-up planned on: ____ / ____ / ______
6. Verbal-to-Written Confirmation Message (Email/Letter Script)
Subject: Confirmation of Our Phone Conversation (for record keeping)
Respectfully submitted,
Thank you for speaking with us on (date) at (time) regarding our submission dated (submission date) titled (title/subject).
For our internal records, we would like to confirm our understanding of the conversation:
You kindly informed us that: (short point: e.g., the document was received / is under review).
You advised us to: (short point: e.g., wait / contact another unit / call again in two weeks).
At this time, a case/reference number is: (not yet available / not issued / unknown).
If any point above is not correct, please kindly inform us, and we will update our records.
With respect,
Name / Role / Institution
Contact: ___________________
Important: This message is polite and safe because it does not accuse. It gives them an easy option: “correct us if needed.”
7. One Gentle Reminder (If Needed)
Send only once:
Respectfully submitted,
We are following up on our confirmation message dated _______.
If any detail is not correct, please kindly advise us.
Thank you for your time and guidance.
8. Quality Rules (To Avoid Problems)
Do not write “You promised.” Write “You advised / you informed us.”
Do not write “You delayed.” Write “Pending / under review.”
Do not write threats or deadlines.
Keep the message short (6–10 lines).
9. When to Escalate (C → F Risk Warning)
Escalate only if:
verbal answers change many times, or
staff refuse to identify any responsible office, or
there are signs of conflict, intimidation, or blame.
If escalation happens, open the conflict documentation pathway (use conflict templates).
10. Archive Checklist
Attach and file:
☐ Call note (Section 5)
☐ Confirmation email/letter copy
☐ Proof of sending (email sent log / postal receipt)
☐ Any reply received later
☐ Updated case status note
Archive tag: TK-023 / Government Response Pattern / Quiet Verbal Only
End of Template TK-023
