THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-031
Template Title: In-Person Only Demand — Meeting Notes + Meeting Minute Standard (No Email Trail)
Related Research Case IDs / Cluster:
Cluster C (Institution-Building & Procedure) / Cluster F risk-awareness (avoid pressure misunderstandings)
Linked Templates / Policies:
TK-023 Verbal-to-Written Confirmation SOP (quiet verbal response)
TK-030 Sensitive info leaked — data handling rules
T53 External Institution Verbal Clarification & Phone Call Record Sheet
T30 Internal Monitoring & Gentle Audit Sheet
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-031 — OFFICIAL REFUSES EMAIL TRAIL, WANTS IN-PERSON ONLY (C)
(Meeting notes + meeting minute standard)
1. Purpose
Use TK-031 when an official says:
“No email.”
“Do not send written trail.”
“Come in person only.”
“We talk only, no documents.”
This can be normal office culture (C), but it creates risk:
unclear instruction,
later denial,
missing reference numbers,
sensitive info leakage.
This template gives:
a safe meeting approach,
a strong meeting-minute standard,
a calm way to confirm outcomes.
2. Core Principle
We respect the request for in-person contact.
But for accountability, we keep internal minutes and ask for minimum written proof, like:
a stamped receipt,
a case/reference number,
a routing note,
or a short appointment card.
3. Pre-Meeting Safety Rules (Do Before You Go)
A. Authorization
☐ Carry a signed internal authorization letter (who you are, why you come).
☐ Two-person rule for sensitive matters (names: __________ / __________).
B. What to Bring
☐ One-page summary (short, neutral).
☐ Copies only (keep originals at HSWAGATA unless required).
☐ Evidence index (titles only; do not overshare).
☐ Notebook for minutes + pen.
C. What Not to Bring (Unless Formally Requested)
☐ Sacred items/relics
☐ Full donor lists
☐ Private phone numbers/IDs
☐ Unredacted sensitive photos
(Use TK-030 data handling rules if needed.)
4. In-Meeting Conduct Script (Polite, B1)
Use these sentences:
“Thank you for meeting us. We will follow your procedure.”
“To avoid mistakes, may we confirm the next steps?”
“For our internal records, we will write meeting notes.”
“If possible, could we receive a case number or a stamped receipt today?”
Do not say:
“We need an email trail.”
“We must have written proof.”
“You are refusing transparency.”
Keep it calm and procedural.
5. Minimum “Proof” Menu (Choose One to Ask For)
Ask for one small item only:
☐ Case/reference number
☐ Stamped receiving copy of our cover page
☐ Appointment slip with date/time
☐ Routing note: “Submit to Unit X” (one line)
☐ Name card of responsible officer/unit
If they refuse all: record it in minutes (neutral wording).
6. MEETING MINUTE STANDARD (HSWAGATA Internal)
Format Rules
Write minutes the same day.
Use simple factual language.
Separate: Facts / Requests / Responses / Decisions / Next steps.
Avoid emotions, opinions, and accusations.
Quote short key phrases if needed (“in quotation marks”).
Required Sections (Must Fill)
Meeting identification
Attendance list
Purpose
Summary of what was discussed
What the official advised
What HSWAGATA agreed to do
What the office agreed to do (if any)
Case/reference number or “none given”
Next appointment / next contact method
Attachments list
Sign-off by minute-taker + second reviewer
7. Meeting Minutes Template (Copy/Paste)
TK-031 MEETING MINUTES (INTERNAL)
A. Meeting Details
Date: ____ / ____ / ______
Time: __________ to __________
Location (office/room): __________________________
Meeting type: ☐ Scheduled ☐ Walk-in ☐ Requested by official
B. Participants
Office / Agency: __________________________
Official(s) present (names/titles if given):
HSWAGATA:
____________________ (role)
____________________ (role)
C. Purpose (1–2 lines)
D. Documents Shown / Handed Over (copies only unless noted)
D1: ____________________ (copy/original)
D2: ____________________ (copy/original)
E. Discussion Summary (facts only, bullets)
F. Advice / Instructions from Official (use exact words when possible)
“_______________________________________________”
“_______________________________________________”
G. Decisions / Outcomes
Case/reference number: ____________________ ☐ none given
Office action promised: ☐ none stated ☐ stated: ______________
Our action required: ______________________________________
H. Next Steps & Timeline
HSWAGATA next step: ____________________ by //____
Office next step (if any): ________________________________
Next appointment/contact: ________________________________
I. Restrictions Stated by Official
☐ No email trail requested
☐ In-person only requested
☐ Other: ______________________
(Record neutrally, no judgment.)
J. Attachments (internal file list)
☐ One-page summary
☐ Evidence index
☐ Copies of documents handed over
☐ Receipt / stamp / note (if obtained)
K. Prepared by / Reviewed by
Minutes prepared by: ____________________ (signature)
Minutes reviewed by: ____________________ (signature)
Date finalized: ____ / ____ / ______
8. Post-Meeting Confirmation SOP (If Allowed)
If the official refuses email, you can still do internal confirmation:
Update the case file.
If you must contact them again, use phone and then make a call note (TK-023 style).
If they allow a short letter, send a very neutral note:
“Thank you for meeting. We will follow the advised steps.”
9. Red Flags (C → F Risk Shift)
If any of these occur, treat as higher risk:
Requests to keep it “off record” plus pressure to change actions
Requests to bring relics without written basis
Threats or intimidation
Requests for money/gifts/favours
If seen: pause, document, and escalate internally.
10. Archive Checklist
Attach and file:
☐ Signed minutes (Section 7)
☐ Any stamped receipt / note
☐ Copy list of documents shown
☐ Follow-up schedule date
☐ Data handling notes (if sensitive)
Archive tag: TK-031 / In-person only / No email trail (C)
End of Template TK-031
