Congressional Inquiry Intake and Privacy Release Tracking Form

Logs a congressional casework inquiry, captures the constituent privacy release, and tracks response status against the agency target timeframe.

Inquiry Intake

• Date inquiry was received
• Received by
• Inquiry source
• Case reference number
  Use the agency or congressional case number if one has already been assigned.
• Subject matter
• Brief inquiry summary
  Provide a concise summary of the request. Include only information needed to route and respond.

Constituent and Office Details

• Constituent name
  Collect only if needed to match the inquiry to the privacy release or case record.
• Constituent contact email
• Constituent contact phone
• Congressional office contact
• Office contact email

Privacy Release and Authorization

• Privacy release status
• Privacy release received date
• Attach privacy release
  Upload the signed constituent privacy release or authorization document.
• Release issue notes
  Explain what is missing or needs correction.

Assignment and Response Tracking

• Assigned team
• Assigned owner
• Target response date
  Use the agency target timeframe for congressional responses.
• Response status
• Next action
  Describe the next step needed to move the inquiry forward.

Response Outcome and Audit Trail

• Response sent date
• Response method
• Closure notes
  Summarize the outcome, any follow-up required, and where supporting records are stored.
• Audit trail entry
  Optional internal note for documenting key actions, approvals, or handoffs.