TK-025 Template Title: Follow-up Schedule SOP (Letter Accepted but No Action)
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-025
Template Title: Follow-up Schedule SOP (Letter Accepted but No Action)
Related Research Case IDs / Cluster:
Cluster C (Institution-Building & MoUs) / Administrative delay pattern (C)
Linked Templates / Policies:
TK-021 Case-number request (if no reference ID)
TK-023 Verbal-to-written confirmation SOP
TK-022 Office-mapping (if “not our duty” appears)
T30 Internal Monitoring & Gentle Audit Sheet (for tracking)
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-025 — LETTER ACCEPTED BUT NO ACTION (C)
(Follow-up timeline + follow-up schedule SOP)
1. Purpose
Use TK-025 when:
The office accepted the letter (received/registered/acknowledged), but
There is no action, no update, and no clear next step.
Goal:
Keep follow-up steady and polite.
Avoid harassment or conflict.
Build a clean record for accountability.
2. Definition (Simple)
Accepted but no action means at least one is true:
☐ They stamped/received it
☐ They said “we received it” (verbal or written)
☐ They gave a reference number
But later:☐ No decision
☐ No timeline
☐ No contact point
☐ No response to follow-ups
3. Follow-up Principles (B1)
Be calm and respectful.
Ask for status + next step + timeline.
Keep messages short.
Do not send too often.
Always keep proof of sending.
4. Follow-up Timeline (Standard)
Day 0 (Submission Day)
File: submission copy + proof of delivery.
Day 7–10 (First soft follow-up)
Ask: “May we know the status and case/reference number?”
Day 21–30 (Second follow-up)
Ask: “Is there an assigned officer / unit? Is more information needed?”
Day 45–60 (Third follow-up + escalation option)
Ask: “Could you please advise next procedural step or responsible unit?”
If still no progress: consider routing to higher coordinating office once, politely.
Every 60–90 days (Long-cycle follow-up)
For slow systems: one gentle check-in, then wait.
Stop rule: If they reply with a clear instruction or decision, follow that and close TK-025.
5. Follow-up Schedule SOP (Step-by-Step)
Step 1 — Confirm Proof
Tick what you have:
☐ Postal receipt / tracking
☐ Stamp copy / receiving signature
☐ Email sent log
☐ Fax confirmation
Step 2 — Create a Follow-up Calendar
Set planned dates (write them now):
Follow-up 1: ____ / ____ / ______
Follow-up 2: ____ / ____ / ______
Follow-up 3: ____ / ____ / ______
Long-cycle review: ____ / ____ / ______
Step 3 — Use the Same Subject Line Each Time
Example:
“Follow-up: Submission dated ____ / Case Ref ____”
This helps the office locate the file.
Step 4 — Keep Each Message to 5–8 Lines
Do not add new claims unless requested.
Step 5 — Record Every Contact
Use the tracking table (Section 7).
6. Follow-up Message Scripts (Pick One)
Script A — Follow-up 1 (Soft)
Subject: Follow-up on our submission dated ______
Respectfully submitted,
We kindly follow up on our submission dated ______ (subject: ______).
Could you please advise the current status and the reference/case number (if assigned)?
Thank you for your guidance.
With respect,
(name / role / contact)
Script B — Follow-up 2 (Request next step)
Respectfully submitted,
We kindly request an update on the status of our submission dated ______.
If any additional documents are needed, please kindly inform us.
If possible, please advise the responsible unit or officer for this matter.
With respect, …
Script C — Follow-up 3 (Gentle escalation language)
Respectfully submitted,
We have not yet received an update regarding our submission dated ______.
To follow procedure correctly, could you please advise the next step or the responsible office/unit?
We will follow your guidance.
With respect, …
7. Follow-up Tracking Table (Fill-in)
Case / Ref No. (if any): ______________________
| Attempt | Date | Channel | Person/Office | What we asked | Result |
|---|---|---|---|---|---|
| 1 | //____ | ☐email ☐mail ☐phone | __________ | status/ref | __________ |
| 2 | //____ | ☐email ☐mail ☐phone | __________ | next step/officer | __________ |
| 3 | //____ | ☐email ☐mail ☐phone | __________ | responsible unit | __________ |
8. Escalation Rule (Still C-type)
Escalate only if:
3 follow-ups over 45–60 days = no update, and
there is no assigned unit/officer.
Escalation action:
Send one short letter to the next higher coordinating office:
“Our submission was accepted on ____; we request guidance on responsible unit and next step.”
If conflict signs appear (pressure, threats, blame), shift to Cluster F templates.
9. Archive Checklist
Attach and file:
☐ Original submission
☐ Proof of receipt
☐ Copies of follow-up messages
☐ Any replies received
☐ Updated tracking table
Archive tag: TK-025 / Letter accepted—no action (C)
End of Template TK-025