Exhibit 1, 310 FW 7, Sample Letter to Employee

From:      Chairperson, Board of Survey

Subject:   Request for Information Regarding Loss, Damage, or Destruction of Personal Property

The Board of Survey (Board) has been directed by the Property Administrator to conduct an investigation and make recommendations regarding the loss, damage, or destruction of the following personal property for which you are, or were, responsible:
 
 

Property Number	Description	Status
(If Applicable)		(loss, damage or destruction

 

In circumstances of this nature, the regulations (IPMD 114-60.8) require that the Board of Survey conduct an investigation as to the circumstances surrounding such loss, damage, or destruction, and arrive at specific findings and determinations regarding employee financial liability.

You are hereby formally advised that the Board will determine whether or not to hold you financially liable for the loss, damage, or destruction of the property listed above. The intent and purpose of this memorandum is solely to afford you an opportunity to explain in writing to the Board of Survey the facts and circumstances surrounding this loss, damage, or destruction of personal property. You are advised that you have fourteen (14) calendar days from receipt of this letter to present such information in writing to the Board of Survey. If unusual circumstances dictate that additional time is required, you should immediately make that written request to this Board for consideration.

Your written statement of explanation regarding the facts and circumstances surrounding this loss, damage, or destruction will become part of the official Report of Survey prepared by the Board. Your statement will be reviewed and taken into consideration by the Board in making its findings and determinations.

The Board will take its action in accordance with the provisions of the Interior Property Management Directives, IPMD 114-60, Personal Property Management, and in accordance with FW 310, Personal Property Management.

Copies of these regulations and issuances are available for your reference at the servicing Division of Contracting and General Services.

Your written reply should refer to, and if appropriate, include a copy of any reports or other written material previously prepared in relation to the loss, damage, or destruction of the property in question. Your reply should indicate the purpose for which the property was used; its location during the period it was in your possession; and its location when lost, damaged, or destroyed. You may elect to file a full new report, to augment any information previously submitted, or advise the Board that you have nothing to add.

Your response should be addressed to the Chairperson, Board of Survey, (add address here). To be considered, your reply must be received no later than the close of business on (add date). If you believe there are compelling circumstances which justify a need for additional response time, please contact me immediately. We urge that you give this matter full and prompt attention.
 
 

__________________________ ______________________
(Employee signature)                             (Date)