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Section 4: Transmittal Letter

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Overview

This section details the steps necessary for preparing and transmitting the Agreement for Authorized Stocking of Pretested and Approved Materials.

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Preparing Correspondence

Follow these steps to prepare and assemble correspondence that transmits a proposed agreement.

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Step

Action
1

Prepare a letter to the Producer/Supplier/Warehouse and include the following:

  • acknowledgement of the Producer’s/Supplier’s/Warehouse’s desire to execute an agreement
  • three copies of the proposed agreement detailing the implementation procedures
  • identification of the Responsible Branch Warehousing Program Coordinator.

NOTE: If the Designated Sampler is an individual other than the Responsible Branch Warehousing Program Coordinator (i.e., Structural Branch field office personnel, district personnel, commercial laboratory personnel), add the individual’s name to the carbon copy list on the transmittal letter.

The notification is to inform the Designated Sampler of the possible implementation of an agreement which may require sampling.

The notification is to inform the Designated Sampler of the possible implementation of an agreement which may require sampling.

2
  • Prepare an original and two copies of the transmittal letter.
    • Send the original letter to the Producer/Supplier/Warehouse with three original copies of the agreement attached. Use a large envelope in order to avoid folding.
    • Send one copy to the Designated Sampler(s)
    • File one copy in the CST-BMS pending file. Attach the photocopy (if desired) of the agreement and the written request from the Producer/Supplier/Warehouse.
  • Notify Responsible Branch Warehousing Coordinator(s), via email, the agreement has been mailed.

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