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
TK-033 — “REJECT LETTER” DUE TO FORMAT ERROR (C)
(Form rules + submission formatting checklist)
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.
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): __________________________
3. Form Rules (General, Safe Across Agencies)
Use these basic rules unless the office gives different instructions:
One clear subject line (what the document is about).
Correct addressee (title + office).
Date on first page.
Reference line (your ref + their ref if any).
Short purpose paragraph (2–4 lines).
Numbered attachments list.
Signature block (name, role, contact).
Official stamp (if your institution uses it).
Page numbers (“Page 1 of 4”).
Consistent file naming (if email/PDF).
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)
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,
Name / Role / Institution
Contact: ___________________
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.
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)
End of Template TK-033