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It could just be that HQ does not have all their paperwork updated, especially if the chapter just recently submitted it all. And that's not saying that they submitted paperwork correctly in the first place. Most chapters have to turn in oodles of paperwork, and multiply that times the number of active chapters and, well, you get the idea.
Maybe give them some time to get it all straightened out and call back in a few weeks. If they can't give you an answer, they can't give you an answer.
don't assume your friend's sorority sent the other chapter a letter unless she actually saw it. The chapter could be using that as an excuse for some other reason.
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