DSCA Security Assistance Management Manual
  - Customer Guide -
 

 

 
THE LETTER OF REQUEST (LOR)
The action that formally begins the FMS process is your LOR. 
If you are originating the request from your home country and have questions about how to prepare a LOR, your first contact should be with the Security Assistance Office (SAO) for your country. SAO personnel are trained to understand the FMS process and work closely with the U.S. Embassy to ensure all requirements follow current United States laws and policy. If you do not know whether you have a SAO, or equivalent representative, in your country, you should contact the U.S. Embassy. 

If you are located in the U.S., you may refer questions to the appropriate Implementing Agency (IA) Desk Officer or to your Defense Security Cooperation Agency (DSCA) Country Program Director.

 
WHAT IS A LETTER OF REQUEST?
The LOR can be a formal letter, E-mail or a similar type of correspondence from a recognized official representative of your government. The purpose of an LOR is to request defense articles, military construction, and/or services from the USG. An LOR may also request rough pricing data if you are not quite ready to review a more formal offer. 

 
LOR GUIDANCE
The LOR needs to provide sufficient detail to allow a prompt and accurate response from the USG. In Appendix 2, LOR GUIDE provides a number of detail items to consider in writing your LOR. Information from references has been condensed to make this guide easier to read. You are encouraged to consult the original reference if there is any question about content. 

You will want to send your LOR to the proper U.S. office. This office may be different, depending on the type of goods and services requested. 

Most routine LORs are sent directly to the MILDEP that manages the weapon system, item or service being requested. An information copy of the LOR should also be sent to DSCA and U.S. Department of State (DoS). LORs can also be submitted to other authorized Implementing Agencies (IAs) such as the Defense Logistics Agency (DLA). A list of IAs that process LORs is contained later in the Guide in the section that discusses “WHERE SHOULD YOU SEND YOUR LOR?”.

If you believe that your LOR is of such a sensitive nature that higher-level review is required, you may submit it directly to DoS or DSCA for action. These situations are rare.

U.S. regulations require that a LOR that includes an item designated as Significant Military Equipment (SME) must also be reviewed and commented on by the U.S. Ambassador who is posted to your country. SME is an item designated in the International Traffic in Arms Regulation (ITAR) that warrants special export controls because of the capacity for substantial military utility. You may identify SME as shown on the U.S. Munitions List at the Department of State, Office of Defense Trade Control website.

 
Each LOR is reviewed and validated by the U.S. Military Department (MILDEP) or other Implementing Agency (IA), DSCA and DoS, to ensure that the:
  • Prospective FMS purchaser is eligible
  • Defense articles/services may be sold 
  • Request went through proper channels 
  • Request is clear and complete

The IA is responsible for verifying that information copies of your LOR have been forwarded to the DoS and DSCA. If it cannot be determined or if they have not been given a copy, the IA will forward one.

  • An IA is responsible for taking action on your LOR. Their response will depend on what is requested. Normally, one of the following is the response Action:
  • Writing a Price and Availability (P&A) document
  • Preparing a Lease
  • Preparing a government-to-government agreement referred to as a Letter of Offer and Acceptance (LOA) (Note: A LOA is frequently referred to as a FMS case.)
  • Preparing an Amendment to a LOA.
While formal action must wait for receipt of a LOR, the Team International concept mentioned earlier provides you with a forum to discuss complex LORs with the intended IA prior to actually sending the LOR. The establishment of a Team International is a USG decision based on the unique circumstances surrounding a particular sale. You may request an IA to assist you in developing or clarifying requirements. This helps ensure that the LOR will request equipment and services that will meet your requirements and that the LOR will cover all of the points that must be addressed as outlined in Table C5.T3 of the SAMM.

You should avoid concurrent FMS and commercial requests. If you determine that commercial acquisition, rather than an FMS purchase, is desired, you should cancel the LOR. See C4.5.11 of the SAMM for the policy regarding concurrent FMS and commercial requests. 

Sample LORs are include in this guide in Appendix 4. They are (1) a sample LOR for equipment (a defined order FMS case), (2) a follow-on support FMS case (blanket order FMS case) and (3) a change to an original LOR requesting an amendment. You do not need to change your format to the one shown. These examples cannot cover all situations. They are intended to demonstrate the type of information that is required in specific situations.

We have also attached samples of the various checklists that the MILDEPs use to help them process your LOR. These are furnished for your information to help you anticipate the types of information required in specific situations. You are not required to submit them with your LOR. To access them, select Appendix 5, LETTER OF REQUEST (LOR) CHECKLISTS to display that section.

 

The LOR Guide in Appendix 2 will Explain In Greater Detail:

What information you should include in the LOR.

The importance of Significant Military Equipment (SME) to your request.

Where to send the LOR.

What you can expect in response to your LOR.

 

LOR PROCESS FLOW DIAGRAM
The figure below illustrates the typical flow of actions that will be taken on your request. There will be some variations in the steps. For example, an IA such as Defense Information Service Agency (DISA) will receive and prepare the request without tasking to another office.

Last Updated
9-28-06