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I haven't received the documents about __________. Are you sure you sent them out to me?
Tsukashima sensei is very good about making sure that documents about meetings, deadlines etc are sent out in good time to everyone involved (for ALTs who visit more than one school it will go to your base school). What usually happens is that the letter will arrive at your school/office/BOE, and people will "forget" to pass it on to you. Yes, even though it has your name on it.
You need to be pro-active about this if you think the documents aren't getting to you on time. Chiara will try to send out emails everytime documents are sent out, and then you should start looking out for it. Talk to your supervisor! Tell them that you know something has been sent out to you but you don't seem to have received it yet. Usually the letter comes through your principal/boss, and it might have got tangled up in the office somewhere.
Be persistant and usually the documents will show up. Please don't wait until two days before the meeting/seminar/whatever to think "oh, I haven't filled out a business trip form yet." "oh, I haven't received any documents yet!" because this causes a massive headache both for Tsukashima sensei and your school.