Printing - FECA-PT2 - National Association of Letter Carriers

2-0300-4 Regular Correspondence
4.Regular Correspondence. This paragraph outlines where form letters can be found, what signature
levels and signature formats are needed, and when copies of letters must be sent.
a. Form Letters. Forms can be found in several places:
(1) The Forms Correspondence (FC) option in the Sequent system allows the user to
generate many form letters, and to obtain sample copies of these letters. The LETTERS
infobase in FolioViews contains a list of FC letters.
(2) The Letter Generator System (LGS) also contains a variety of form letters. Several
indexes list the letters available.
(3) A few forms are available in pre-printed versions only.
b. Signature Level. Claims Examiners (CEs) may release routine correspondence over their
own signatures, and they may sign some formal decisions (see FECA PM 2-1400). Most other
formal decisions are signed by Senior Claims Examiners. Controlled correspondence is prepared
for the signature of the DD or Regional Director (RD).
c. Signature Format. Both a given and family name should appear. For example, June Smith,
John M. Smith and J. Milton Smith are all correct. Also, J. Smith or J. M. Smith may be used if the
signer notes "Mr." or "Ms." before the name. Signature stamps may be used only by their owners.
d. Copies of Letters to Employing Agencies. The agency should receive copies of all letters
addressing substantive developments in the case, even if the claimant no longer works for the
agency. This rule applies no matter how much time has passed since the claimant left the agency's
employ (except, of course, where the agency no longer exists).
(1) Definition. Substantive actions are those which actually or potentially affect the level
of benefits paid. They include formal decisions, overpayment determinations, letters
concerning reemployment, changes in work tolerance limitations, responses to requests for
surgery or purchase of major medical equipment, referrals for medical examination, and
referrals for vocational rehabilitation services. Substantive actions do not, however, include
routine inquiries such as Forms CA-1032, CA-1615, and CA-1617.
It is not necessary to send the agency copies of material which does not bear on the overall
payment status of the claim. For instance, agencies need not be sent copies of letters
returning medical bills for additional information, two-way memos asking for one or two
items of information as a follow-up to a previous request, or copies of letters transmitting
information contained in the case file.
(2) Addresses. Letters to the U.S. Postal Service should usually be sent to the
Management Sectional Center (MSC), and letters to other agencies should be sent to the
address shown on Form CA-1 or CA-2 as the reporting office. The employing agency should
resolve any internal disagreement as to which party should receive the copy. No more than
FECA-PT2 Printed: 06/08/2010 11