[Community or cultural organisation]
[Postal address]
[City, country and date]
[Institution or custodian and address]
Subject: [request for restitution or return of…]
Dear [name or institutional team],
Representation and mandate
Where there is a collective mandate
We write as [community, family or organisation], represented by [people and roles], under a mandate agreed through [process or decision]. This request concerns [person or entity], connected with [territory or community].
Where a collective mandate is still being formed
We write as [person or group] to begin a conversation about [person or entity]. We are still identifying the relevant authorities and relationships. Please share the information needed to support that process and avoid treating this initial contact as a final collective mandate.
Relationship and meaning
[Describe the relationship, meaning, names and knowledge that the community has decided may be shared. Do not include restricted or sacred knowledge without authorisation.]
History and separation
[Describe what is known about separation, including sources, dates and uncertainties. If the history is not yet clear, say so.]
What we are asking for
We request [specific action: information, access, suspension of an activity, transfer of title or restitution]. We would like [desired outcome or conditions] to be considered by [responsible decision-making body].
While the process continues
[For example: pause display, sampling, publication or other use while this request is considered, where appropriate.]
Information and records
Please provide the complete associated record, including acquisition documents, earlier inventories, correspondence, photographs, research, conservation records, samples and derived data where relevant.
Next steps and response
Please confirm receipt, name the people and body responsible for the decision, explain the applicable process and provide a timetable for the next response by [date].
Possible supporting material
- A community or organisational statement describing who is represented and the scope of the mandate.
- A decision or record from the relevant authority, where available.
- A note describing how additional families, authorities or knowledge holders will be consulted.
We welcome respectful dialogue and ask that it lead to clear responsibilities, decisions and steps.
Sincerely,
[Names, roles and signatures as appropriate]