Memorandum
To: [Name of Liable Individual]
From: [Name of Accountable Property Officer of Responsible Cost Center]
Subject: Determination of Personal Property Negligence
Department of the Interior (DOI) and U.S. Fish and Wildlife Service (Service) policy require an accountable action determination be assigned for stolen, lost, damaged, or destroyed personal property. DOI AAAP-0111, Technical Operating Procedures for Stolen, Lost, Damaged, or Destroyed DOI Personal Property, states the Accountable Property Officer of the responsible cost center must establish the accountable action determination and assign the level of negligence (i.e., no negligence, simple negligence, gross negligence, or gross negligence as a result of property irregularities).
The purpose of this memorandum is to provide the level of negligence assigned to [insert name of employee] for the asset or assets described in the attached Form DI-103, Report of Survey.
The level of negligence was determined by carefully reviewing the information you submitted and using the decision guide in Table 1.0 of the Technical Operating Procedures for Stolen, Lost, Damaged, or Destroyed DOI Personal Property.
Background
[Insert detailed information regarding what happened; how it happened; where it happened; who was involved; when it happened; and any evidence of negligence, willful misconduct, or deliberate unauthorized use or disposition of the property.]
Determination
Based on the information described in the DI-103 [and supporting documentation if applicable], the accountable action determination for this incident is [insert the negligence determination and any additional details as necessary].
[Insert information regarding the next step in the process for liable individual. Responses and action are based on the assigned level of negligence. Refer to Department of the Interior AAAP-0111, Technical Operating Procedures for Stolen, Lost, Damaged, or Destroyed DOI Personal Property.]
Attachments
DI-103, Report of Survey Form