to correctly. The following should be sent to the inquirer: e. Repetitive Mail Closing have appropriately responded to your other requests for this same “We information. Therefore, we must discontinue any further responses to you regarding this If inquiries continue, the responder may, with the issue.” approval of leadership/supervisor, enter a Private Note on the inquiry that includes the following statement: issue has been addressed on this inquiries. Since no “This contact’s previous additional information pertaining to this issue is available, we are closing this inquiry without a Then change the status to response.” ‘Solved’. Continued on next page f. Signature Regardless of the source of the letter, all outgoing correspondence will show Block the following signature line: RO Director VA Regional Office The signature must match the font in the last paragraph of the letter. NOTE: Ensure if the inquirer has elected a Power of Attorney (POA) that they receive a courtesy copy (cc) and that they are noted as a recipient in the response. g. Attachments If attachments are being sent with the the attachment should response, be noted in the body of the inquiry and in the closing block. Attachments should not contain Personally Identifiable Information; most often attachments are blank forms or electronic brochures. You may provide web links within the body of the response or they may be included in the attachment. It is not required to provide web links in both locations. Inquirers cannot send attachments in IRIS. Note:
e. Repetitive Mail Closing to correctly. The following should be sent to the inquirer: “We have appropriately responded to your other requests for this same information. Therefore, we must discontinue any further responses to you regarding this issue.” If inquiries continue, the responder may, with the approval of leadership/supervisor, enter a Private Note on the inquiry that includes the following statement: “This issue has been addressed on this contact’s previous inquiries. Since no additional information pertaining to this issue is available, we are closing this inquiry without a response.” Then change the status to ‘Solved’. Continued on next page f. Signature Block Regardless of the source of the letter, all outgoing correspondence will show the following signature line: RO Director VA Regional Office The signature must match the font in the last paragraph of the letter. NOTE: Ensure if the inquirer has elected a Power of Attorney (POA) that they receive a courtesy copy (cc) and that they are noted as a recipient in the response. g. Attachments If attachments are being sent with the response, the attachment should be noted in the body of the inquiry and in the closing block. Attachments should not contain Personally Identifiable Information; most often attachments are blank forms or electronic brochures. You may provide web links within the body of the response or they may be included in the attachment. It is not required to provide web links in both locations. Note: Inquirers cannot send attachments in IRIS.