TK-033 Template Title: “Reject Letter” Due to Format Error (C) — Form Rules + Submission Formatting Checklist

 

THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM

FOR INTERNAL USE ONLY

Template No.: TK-033

Template Title: “Reject Letter” Due to Format Error (C) — Form Rules + Submission Formatting Checklist

Related Research Case IDs / Cluster:
Cluster C (Institution-Building & Proper Procedure)

Linked Templates / Policies:

• TK-025 Follow-up Schedule SOP

• TK-021 Case-number request (if resubmission needs ref)

• TK-031 In-person only — meeting minute standard (if they refuse written guidance)

• T22 Draft Constitution / TOR Checklist (good formatting habits)

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

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TK-033 — “REJECT LETTER” DUE TO FORMAT ERROR (C)

(Form rules + submission formatting checklist)

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1. Purpose

Use TK-033 when an office rejects a submission mainly because of:

• wrong format,

• missing required fields,

• missing signature/stamp,

• missing attachments,

• unclear subject line,

• wrong addressee,

• missing date / reference information.

Goal:

• Fix format quickly.

• Resubmit without conflict.

• Prevent repeat rejection.

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2. “Reject Letter” Quick Record (Fill-in)

• Office / Agency: __________________________

• Reject letter date: ____ / ____ / ______

• Rejection reason stated (copy exact words):
  “__________________________________________________”

• Resubmission deadline (if any): ____ / ____ / ______

• Named officer/unit for resubmission (if any): __________________________

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3. Form Rules (General, Safe Across Agencies)

Use these basic rules unless the office gives different instructions:

1. One clear subject line (what the document is about).

2. Correct addressee (title + office).

3. Date on first page.

4. Reference line (your ref + their ref if any).

5. Short purpose paragraph (2–4 lines).

6. Numbered attachments list.

7. Signature block (name, role, contact).

8. Official stamp (if your institution uses it).

9. Page numbers (“Page 1 of 4”).

10. Consistent file naming (if email/PDF).

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4. Submission Formatting Checklist (Tick Before Sending)

A. Front Page Essentials

• ☐ Correct office name + department

• ☐ Correct person/title (if known)

• ☐ Date (day/month/year)

• ☐ Subject line (specific, not vague)

• ☐ Our reference number: __________________

• ☐ Their reference number (if any): __________________

B. Content Structure (Simple and Clear)

• ☐ Purpose stated in first paragraph

• ☐ Background (short, factual)

• ☐ Request/action needed (clear bullets)

• ☐ Timeline/date of previous submission (if resubmission)

• ☐ Polite closing line

C. Attachments & Evidence

• ☐ Attachment list included

• ☐ Each attachment labeled (A1, A2, A3…)

• ☐ Copies are readable

• ☐ No unnecessary sensitive data included

• ☐ Proof of prior submission attached (if relevant)

D. Signature and Authority

• ☐ Signed by authorized person

• ☐ Name printed clearly

• ☐ Role/title stated

• ☐ Contact details included

• ☐ Institution stamp/seal (if used)

• ☐ Second-person review completed (name: __________)

E. Page and File Control

• ☐ Page numbers added

• ☐ Date appears on each page footer/header (optional)

• ☐ PDF is not editable (preferred)

• ☐ File name format: YYYYMMDD_Office_Subject_HSWAGATA.pdf

• ☐ Email subject matches letter subject (if emailing)

F. Delivery Proof

• ☐ Registered mail receipt OR email sent log OR fax confirmation

• ☐ Copy kept in archive folder

• ☐ Follow-up date scheduled (TK-025)

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5. Resubmission Cover Note (Short Script)

Subject: Resubmission (Corrected Format) — [Title of Submission]

Respectfully submitted,
Thank you for your letter dated ________.
We respectfully resubmit the document with corrected format, based on the points mentioned.
Please kindly confirm receipt and advise any further required format, if needed.

With respect,

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Name / Role / Institution
Contact: ___________________

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6. Internal Prevention Rule (After One Rejection)

After any format rejection:

• Always do a two-person check using Section 4.

• Keep a “model letter” file that passed successfully.

• Use one standard template header for your institution.

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7. Archive Checklist

Attach and file:

• ☐ Reject letter copy

• ☐ Corrected resubmission copy

• ☐ Completed formatting checklist

• ☐ Proof of sending

• ☐ Follow-up schedule date

Archive tag: TK-033 / Reject letter / format error (C)

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End of Template TK-033