SayPro Stakeholder Communication Log Template: Response Provided

SayPro Stakeholder Communication Log Template: Response Provided

The Response Provided section in the SayPro Stakeholder Communication Log captures the response or resolution offered to the stakeholder regarding the query or issue they raised. This helps ensure that each concern is addressed appropriately, tracked for follow-up, and logged for future reference.

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1. Response Provided Template

Date of Communication	Stakeholder	Method of Communication	Purpose of Communication	Query or Issue Raised	Response Provided	Details/Notes	Follow-up Actions	Responsible Person/Team
[Insert Date]	[Stakeholder Name]	[Email/Phone/Meeting/Report]	[Brief Description of Purpose]	[Description of the Query or Issue Raised]	[Description of the Response Given]	[Summary of Discussion or Key Points Regarding Response]	[Actions to be Taken or Follow-up Date]	[Responsible Person/Team]
[Insert Date]	[Stakeholder Name]	[Email/Phone/Meeting/Report]	[Brief Description of Purpose]	[Description of the Query or Issue Raised]	[Description of the Response Given]	[Summary of Discussion or Key Points Regarding Response]	[Actions to be Taken or Follow-up Date]	[Responsible Person/Team]

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Example Entry:

Date of Communication	Stakeholder	Method of Communication	Purpose of Communication	Query or Issue Raised	Response Provided	Details/Notes	Follow-up Actions	Responsible Person/Team
March 3, 2025	John Doe (Partner)	Email	Program Update	Concern over delays in data collection from a specific region.	Provided an updated timeline for data collection and outlined steps to resolve delays.	Discussed corrective measures, including additional resources for data collection.	Follow up in two weeks to confirm data collection is back on track.	Program Monitoring Team
March 2, 2025	Sarah Lee (Donor)	Phone Call	Funding Inquiry	Query regarding the allocation of funding for upcoming activities.	Clarified the allocation process and assured the funds would be distributed as planned.	Discussed specific funding amounts for next quarter’s activities.	Send detailed budget breakdown for approval by March 5th.	Finance Team

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2. Response Provided

This section details the solution or information provided to the stakeholder in response to their query or issue. It includes:

• The resolution of the issue.
• Any clarification or explanation offered.
• Key decisions made during the communication.

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3. Details/Notes

This section adds any further context related to the response:

• If the response included specific dates or timelines.
• Any relevant follow-up actions discussed during the communication.
• Whether the response was agreed upon by both parties or if there are pending actions.

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4. Follow-up Actions

This section outlines the next steps or actions to be taken after the response has been provided. This could involve:

• Monitoring the implementation of the solution.
• Sending additional documents or reports.
• Scheduling a follow-up meeting or call to check on progress.

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5. Responsible Person/Team

This section identifies the person or team responsible for providing the response and ensuring the follow-up actions are completed in a timely manner. Assigning responsibility ensures accountability for resolving the stakeholder’s query or issue.

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By maintaining a thorough Response Provided log, SayPro ensures that all stakeholder concerns are addressed promptly, follow-ups are tracked, and there is clear documentation of each interaction. This helps improve communication, strengthen relationships with stakeholders, and maintain transparency.