TK-036 Template Title: Legal Notice Sent, Still No Reply (C/F) — Lawyer Letter + Board Legal Trigger Rule
THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION PRIVATE MUSEUM
FOR INTERNAL USE ONLY
Template No.: TK-036
Template Title: Legal Notice Sent, Still No Reply (C/F) — Lawyer Letter + Board Legal Trigger Rule
Related Research Case IDs / Cluster:
Cluster C (Institution-building, formal procedure) / Cluster F (conflict risk, escalation discipline)
Linked Templates / Policies:
TK-025 Follow-up schedule SOP
TK-026 Conflicting advice — single-source decision rule
TK-031 In-person only — meeting minute standard
TK-032 Local officer blocks filing — escalation ladder
T67 Conflict Timeline & Evidence Log
Institutional Policies for Relic Stewardship (Integrity, non-coercion)
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-036 — LEGAL NOTICE SENT, STILL NO REPLY (C/F)
(Lawyer letter options + Board legal trigger rule)
1. Purpose
Use TK-036 when:
A legal notice / lawyer letter was already sent to an agency or party, and
There is still no reply, or only vague verbal replies, and
The situation may be shifting from administrative delay (C) into conflict/obstruction (F).
This template helps HSWAGATA to:
follow a clean legal escalation path,
keep respectful language,
protect relic safety and institutional integrity,
decide when the Board must step in.
2. Quick Status Record (Fill-in)
A. Legal Notice Details
Date legal notice sent: ____ / ____ / ______
Sent by: ☐ In-house counsel ☐ External lawyer ☐ Other: ______
Recipient (office/person): __________________________
Delivery method: ☐ Registered mail ☐ Courier ☐ Email ☐ Hand delivery
Proof of delivery: ☐ Yes (attach) ☐ No
B. Reply Status
Days since delivery: ______ days
Reply received: ☐ No ☐ Verbal only ☐ Partial ☐ Written
Case/reference number (if any): __________________________
C. Risk Flags (tick)
☐ Filing blocked / refusal to register
☐ Pressure to withdraw / change complaint
☐ Threats / intimidation
☐ Sensitive info leak risk
☐ Relic safety risk
3. Core Principles for This Stage
Keep language formal and calm.
Do not threaten publicly.
Use written proof and timelines.
Ask for procedural response, not personal blame.
Protect sacred objects and staff well-being.
4. “Lawyer Follow-up Letter” (Standard Template)
Subject: Follow-up to Legal Notice Dated ________ — Request for Written Response
Respectfully submitted,
We write to follow up on our legal notice dated ________, delivered on ________ (proof of delivery available).As of today, we have not received a written response.
We respectfully request:
Written confirmation of receipt; and
The case/reference number (if assigned); and
The responsible officer/unit and the next procedural step; and
A written reply to the key points raised in our notice.
We remain ready to cooperate through official procedures.
If additional documents are needed, please kindly specify the scope and format.With respect,
(Lawyer name / firm / contact)
On behalf of: HSWAGATA Buddha Tooth Relics Preservation Private Museum
(Keep attachments minimal: proof of delivery + one-page summary.)
5. “Soft Legal Follow-up” (If You Want Lower Tension)
Subject: Request for Procedural Update — Submission Dated ________
Respectfully submitted,
We kindly request a procedural update regarding our submission/legal notice dated ________.
We ask for the responsible unit, reference number, and expected next step.
Thank you for your guidance.With respect,
6. Follow-up Timeline SOP (After Legal Notice)
Day 0: Legal notice delivered (file proof).
Day 7–14: First follow-up (Template in Section 4 or 5).
Day 21–30: Second follow-up + request case number + request responsible unit.
Day 30–45: If still no reply, trigger Board review (Section 7).
After Board review: Choose one controlled escalation step only (Section 8).
7. BOARD LEGAL TRIGGER RULE (Internal Rule)
Board involvement becomes mandatory if any of these are true:
Trigger A — Time Trigger
☐ No written reply 30 days after legal notice delivery (with proof), and the matter remains active.
Trigger B — Obstruction Trigger
☐ Filing is blocked, or case number refused without reason.
Trigger C — Pressure/Threat Trigger
☐ Any pressure to withdraw/change complaint, intimidation, or threats occur.
Trigger D — Relic Safety Trigger
☐ Risk to relic custody, storage, or unauthorized access increases.
Trigger E — Reputation / Misinformation Trigger
☐ Media misinformation spreads and may harm public trust.
Board action required (minimum):
Review evidence bundle + timeline (one-page summary).
Approve the next single escalation step.
Assign one spokesperson and one legal contact.
8. Controlled Escalation Options (Board Chooses ONE)
Tick one only:
☐ Option 1: Higher administrative authority letter (ministry/central office) asking routing + registration.
☐ Option 2: Oversight/ombudsman channel (procedural complaint: “unable to obtain response”).
☐ Option 3: In-person senior meeting request with formal minutes (use TK-031).
☐ Option 4: Police/legal route only if threats, fraud, or safety risks (use TK-028 if unclear).
Single-source rule: once a route is chosen, follow it until written redirect.
9. Evidence Bundle Checklist (What the Lawyer/Board Needs)
☐ Original legal notice copy
☐ Proof of delivery (tracking, receipt, stamp)
☐ All follow-up letters and proof of sending
☐ Any replies (even verbal notes)
☐ Timeline of events (dates only)
☐ Risk notes (pressure, leak, safety)
☐ Sensitive data redacted for external sharing
10. Archive Checklist
Attach and file:
☐ Completed status record (Section 2)
☐ Lawyer follow-up letter copy
☐ Proof of sending + delivery
☐ Board trigger checklist + decision note
☐ Escalation option selected + outcome
Archive tag: TK-036 / Legal notice no reply (C/F)
End of Template TK-036