Memorandum
To: [Insert Liable Individual]
From: [Insert Name of Board Chair, title, and Region]
Subject: Board of Survey Determination
In accordance with Department of the Interior policy DOI-AAAP-0111, Stolen, Lost, Damaged, or Destroyed Personal Property, a Board of Survey was convened to review the [type of loss] on [date]. The incident involved a U.S. Fish and Wildlife [identify asset that was lost, stolen, damaged or destroyed; property number; serial number etc.]. The Board of Survey concluded that your gross negligence in the [restate a summary of circumstances] resulted in the [loss, theft, damage, or destruction]; therefore, you are financially liable in the amount of [$000.00.]
If you choose to appeal the findings and determinations of the Board of Survey, you must file an appeal within 30 days of the date of this letter. The appeal should be filed with the Director, Office of Hearings and Appeals, 801 N. Quincy Street, MS 300-QC, Arlington, VA 22203. You should also send a copy of your appeal letter to the responsible Accountable Property Officer and the Personal Property Team to ensure billing procedures are not implemented until your appeal is decided.
If you do not choose to appeal the finding, administrative collection procedures will be filed. You may pay the debt directly through an arrangement with the Government. (Note: Payment of debt owed by a liable individual does not convey title to the property to that individual.) Please see attached notice of bill.
If you have any questions concerning this matter, please contact the Joint Administrative Operations (JAO) Branch Chief, Property Operations [name, phone number, email].