Here’s a less well known fact about dealing with the bureaucracy. Whenever you meet an official, either in his or her office or in the field, make a note of the time, date and place along with the subject discussed. Make it a point to accurately quote the discussion/assurance that you may have received, along with the meeting date, etc. in any letter or reminder that you send. This will ensure that the meeting/interaction gets documented in government records.
Meeting with Officials