SayPro Stakeholder Communication Log Template: Query or Issue Raised

SayPro Stakeholder Communication Log Template: Query or Issue Raised

The Query or Issue Raised section in the SayPro Stakeholder Communication Log records the specific question, concern, or issue brought up by the stakeholder during the communication. This helps to track the nature of stakeholder inquiries or problems and ensure they are addressed promptly and effectively.

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1. Query or Issue Raised Template

Date of Communication	Stakeholder	Method of Communication	Purpose of Communication	Query or Issue Raised	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]	[Summary of Discussion or Key Points Regarding Issue]	[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]	[Summary of Discussion or Key Points Regarding Issue]	[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	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.	Discussed the regional delays in collecting survey data.	Follow up with field staff to address regional data collection delays.	Program Monitoring Team
March 2, 2025	Sarah Lee (Donor)	Phone Call	Funding Inquiry	Query regarding the allocation of funding for upcoming activities.	Clarified fund distribution for next quarter.	Send detailed budget breakdown for approval.	Finance Team

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2. Query or Issue Raised

This section captures the specific concern, question, or issue that the stakeholder raised. It can be related to a variety of topics, such as:

• Data-related queries (e.g., concerns about data accuracy or timeliness).
• Program performance (e.g., requests for updates on progress or challenges).
• Funding (e.g., inquiries about budget allocations or financial reports).
• Operational issues (e.g., logistical challenges or resource availability).

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3. Details/Notes

This section provides additional context to the query or issue raised. It may include:

• The background behind the query.
• Any relevant details that help clarify the situation.
• Any immediate responses or clarifications given during the communication.

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4. Follow-up Actions

This section lists the actions that need to be taken in response to the query or issue raised. These might include:

• Investigating the issue.
• Providing additional information or clarification.
• Scheduling a follow-up meeting or call to resolve the matter.

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5. Responsible Person/Team

This section designates the person or team responsible for addressing the query or issue and ensuring that follow-up actions are completed. This ensures that there is accountability for resolving any concerns raised by stakeholders.

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By maintaining a well-documented Query or Issue Raised log, SayPro can ensure timely responses to stakeholder concerns, track the resolution of issues, and improve communication and collaboration with all stakeholders.