TK-026 Template Title: Conflicting Advice from Two Agencies (C) — Letters + Single-Source Decision Rule
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-026
Template Title: Conflicting Advice from Two Agencies (C) — Letters + Single-Source Decision Rule
Related Research Case IDs / Cluster:
Cluster C (Institution-Building & MoUs) / Cluster H (Normative Governance Models)
Linked Templates / Policies:
TK-022 Office-mapping guide (“not our duty”)
TK-023 Verbal-to-written confirmation SOP
TK-025 Follow-up schedule SOP
T53 External Institution Verbal Clarification & Phone Call Record
T24 Standard Cross-Site MoU (for clear authority lines)
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-026 — CONFLICTING ADVICE FROM TWO AGENCIES (C)
(Letters + single-source decision rule)
1. Purpose
Use TK-026 when:
Agency A says: “Submit to Agency B / do X.”
Agency B says: “Submit to Agency A / do Y.”
Or they give two different procedures for the same matter.
This template helps HSWAGATA to:
Stop “ping-pong” routing.
Create one clear written record.
Choose one single official source for the next step (decision rule).
Keep a calm administrative tone (C-type).
2. Definition (Simple)
Conflicting advice = two agencies give instructions that cannot both be true, such as:
Different responsible office
Different required forms
Different legal basis
Different submission channel
Different case/reference handling
3. Immediate Actions (Same Day)
Write down both advices (exact words).
Convert verbal advice to written (use TK-023 style).
Do not argue with either agency.
Prepare the Single-Source Decision (Section 5).
4. Evidence Capture Checklist
Attach and file:
☐ Agency A letter/email (or call note + confirmation email)
☐ Agency B letter/email (or call note + confirmation email)
☐ Proof of dates and channels
☐ Name/role of staff (if given)
☐ Any reference number mentioned
5. Single-Source Decision Rule (Internal Rule)
When advice conflicts, HSWAGATA will choose one source as the “decision source” for the next step, using this order:
Priority Order (choose the first that applies)
The office that can issue a case/reference number for the matter.
The higher coordinating authority (ministry / central office / regulator).
The office that has written jurisdiction (law, directive, published mandate).
If still unclear: request a joint written clarification from both (Section 6).
Key rule
We follow one chosen office until we get a written redirect.
We do not keep switching between offices without written instruction.
This supports institutional clarity and reduces conflict risk.
6. Clarification Letters (Choose One)
Letter A — To Both Agencies (Best Standard)
Send the same letter to both.
Subject: Request for Written Clarification on Responsible Office (Conflicting Guidance)
Respectfully submitted,
We kindly request procedural clarification for correct submission and record keeping.We received guidance from two offices that differs:
Agency A advised: __________________ (date: ___)
Agency B advised: __________________ (date: ___)
To avoid wrong submission, could you please kindly confirm in writing:
Which office is responsible to register this matter and issue the case/reference number?
If your office is not responsible, please kindly provide a written redirect to the correct office/unit.
We submit this request only to follow correct procedure.
With respect,
Name / Role / Institution
Contact: ___________________
Letter B — To the Higher Coordinating Authority (If Ping-Pong Continues)
Subject: Request for Routing Decision (Two Agencies Provide Conflicting Instructions)
Respectfully submitted,
We request guidance on the correct office to register this matter.We received conflicting instructions:
Agency A: __________________ (date: ___)
Agency B: __________________ (date: ___)
Could you please advise the single responsible office/unit to accept and register the case, or kindly issue a written routing note?
With respect,
7. Decision Record (Internal Form)
Matter title: __________________________
Submission date: ____ / ____ / ______
Agency A instruction: __________________________
Agency B instruction: __________________________
Single-source chosen (tick one):
☐ Office that can register / issue case number
☐ Higher coordinating authority
☐ Office with written jurisdiction proof
☐ Other: __________________________
Reason (one line): __________________________________________
Next action:
☐ Submit to chosen office
☐ Request written redirect
☐ Request joint clarification meeting (optional)
Next follow-up date: ____ / ____ / ______
8. Follow-up Schedule (Short)
Day 0: Send clarification letter(s).
Day 7–10: Gentle follow-up to the chosen single-source office.
Day 21–30: If no written routing, escalate once to higher coordinating authority.
9. Do-Not-Do List
Do not accuse either office of “wrong advice.”
Do not quote emotional language.
Do not threaten media.
Do not submit different “versions” of the story to different offices.
Do not withdraw your submission just to end the confusion.
10. Archive Checklist
Attach and file:
☐ Both advices (letters/emails/call notes)
☐ Our clarification letters
☐ Proof of sending
☐ Decision record (Section 7)
☐ Any final written routing decision
Archive tag: TK-026 / Conflicting agency advice (C)
End of Template TK-026