Report Required Information to a Government Agency • Letter Templates and Guide

Guide

1Identify what you are doing by answering the standard questions as applicable: what, why, when, where, how, and who. Provide all necessary or required details.
2Explicitly establish that your letter constitutes compliance with a reporting regulation. Give license numbers if necessary.
3Close by asking if the agency needs additional information.

Tips

The government usually wants you to use its forms for most reporting purposes. However, if you are giving legally required notice before doing something, or if you are reporting something for which no form is available, a letter is usually sufficient.

Example Letter #1

Copied!

I have a permit to move a house from 648 Maple Lane to 1600 Main Street in Springfield, and am enclosing a copy of the mandatory liability insurance policy. As required, a professional mover has prepared the house and will begin the move Sunday at 6:00 a.m. and complete it by 10:00 a.m. We have notified the local police and arranged for caution vehicles to proceed in front of and to the rear of the house while in transit. Please advise if further information or action is required.

Example Letter #2

Copied!

As required by CFR #123, I am notifying you of my intent to dredge a portion of Springfield Lake to make our boat dock more accessible. The address is 648 Maple Lane. I will begin dredging on Saturday, May 10, 2019. This letter complies with all the requirements given in the CFR and requests a confirmation of receipt. If I have inadvertently left out any information, please notify me immediately.

Example Letter #3

Copied!

Per Fish and Game regulation #12-34, I am notifying you that I intend to stock my pond with 2,000 German brown trout fingerlings from the Springfield Hatchery. The stocking will take place on Saturday, February 24, and will be completed following the guidelines laid out in the Hatchery's pamphlet on private stocking. If I am not in compliance with the appropriate regulations, or if you require additional information, please notify me immediately.

Write Your Letter Step-by-Step

1

Identify what you are doing by answering the standard questions as applicable: what, why, when, where, how, and who. Provide all necessary or required details.

Example Sentences

Example Phrases