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A standardized document for logging all communications with regulatory authorities and other external parties involved in legal processes
🔖 1. Purpose
The purpose of this template is to serve as a formal log of all communications between SayPro and external stakeholders—including regulatory authorities, auditors, legal advisors, consultants, partners, and contractors—concerning legal, compliance, and governance-related matters. This supports legal defensibility, transparency, audit readiness, and effective risk management.
📁 2. Log Summary Table
#
Date
Stakeholder Name
Type of Entity
Method of Communication
Subject Matter
Contact Person
Outcome / Follow-Up
Logged By
Reference ID
1
05 Jan 2025
Financial Services Conduct Authority (FSCA)
Regulator
Email
Response to licensing compliance query
Mr. T. Moeketsi
Awaiting confirmation on Section 27 clearance
J. Daniels
SCL-2025-01
2
09 Jan 2025
External Legal Counsel: Dube Attorneys
Legal Partner
Virtual Meeting (MS Teams)
Advice on POPIA breach notification protocol
Advocate L. Dube
Legal opinion to be submitted by 12 Jan
T. Nkosi
SCL-2025-02
3
14 Jan 2025
Department of Labour
Government Authority
Telephone Call
Clarification on B-BBEE compliance reporting deadline
Ms. R. Simelane
Deadline extended to 31 Jan confirmed
P. Zulu
SCL-2025-03
🧾 3. Detailed Communication Entry (Use one section per entry for audits or sensitive matters)
Entry ID: SCL-2025-01
Date of Communication: 05 January 2025 Stakeholder: FSCA (Financial Services Conduct Authority) Contact Person: Mr. Thabo Moeketsi Position: Senior Legal Analyst Type of Entity: Regulatory Body Subject of Communication: Compliance Confirmation under Financial Sector Regulation Act Method: Email Details: Sent confirmation of SayPro’s continued compliance under Section 27 of the Act, attached updated financial disclosures, and responded to two queries regarding conditional license terms. Outcome: Acknowledged by FSCA. Awaiting written confirmation of clearance for Q1 2025. Next Steps: Follow up if no response received by 10 Jan 2025. Attachments:
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