Policy Text
Property Bureau Page 1 of 5 55/01.0 (REV 2/96)
OUTGOING CORRESPONDENCE
The purpose of this order is to describe the various types of o utgoing correspondence
and the procedure to be followe d when sending correspondence.
I. Types of Outgoing Correspondence
(Reference the Forms Manual for pr eprinted forms information).
A. Letterhead Stationery
1. Letterhead is to be used for answering a written request for
information concerning property w hen a form letter is inappropr iate
(refer to General Order 9/01.0).
2. A copy of the original letter shall be attached to the prope rty
receipt/report or filed in the appr opriate administrative file.
B. Inter-department C orrespondence (IDC)
1. This form is used to corre spond with personnel in other
departments or County agencies when a form letter is
inappropriate.
2. A copy of the original IDC s hall be attached to the property
receipt/report or filed in the appr opriate administrative file.
C. Release Letter (Form 7417-055)
1. This form letter is to be used to advise the rightful owner that
property belonging to them may now be claimed.
2. A copy of the original shall be attached to the property
receipt/report.
3. A 3” x 5” white index card will be completed and filed in th e
“destroy” card file under the appropriate month. Per Section 14 11
PC, if the property is not claimed prior to the expiration of t hree
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months after giving notice, it m ay be disposed of according to the
appropriate disposal procedures (refer to Operations Order
58/01.0).
D. Found Property Le tter (Form 7417-032)
1. If found property has identific ation, this form is to be use d to advise
the person or busines s that the Sheriff’s Department has proper ty
that may belong to them.
2. A copy of the original shall be attached to the property
receipt/report.
E. Finder’s Claim (Form 7417-031)
1. This form is used to advise the finder of property that it i s unclaimed
and that they may exercise their right of a Finder’s Claim (Sec tion
2080.3 California Civil Code).
2. An administrative fee of $5. 00 will be charge d on all finder s’ claims
(Civil Code Sec tion 2080.1).
3. A copy of the original shall be attached to the property
receipt/report.
F. Claim of Ownership (Form 7417-126)
1. Section 1413(b) PC states tha t written notification must be sent to
the person(s) from whom stolen property was taken prior to
releasing it to the rightful ow ner. This form complies with thi s
mandate.
2. A copy of the original shall be attached to the property
receipt/report.
3. An entry will be lo gged into the appropriate section of the “short-
term” tickler file binder.
4. A copy of the proof of ownersh ip shall be sent with the orig inal
correspondence.
G. Bicycle Requests (Form 7417-023)
1. This form is used to advis e a person reques ting a donated bi cycle
of the status of their request.
2. A copy of the original will be attached to the property rece ipt/report.
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H. Bidder’s List
1. This form letter will be sen t to anyone requesting their nam e be
placed on the Sheriff’s Departmen t Property Bureau “bidder’s li st.”
2. No copies are maintained.
I. Property Disposition/Case Status
1. Use this form to request additional property release informa tion
from other divisions or bureaus of the Sheriff’s Department.
2. A copy of the original shall be attached to the appropriate property
receipt/report.
3. An entry will be lo gged into the appropriate section of the “short-
term” tickler file binder.
4. A copy of the property receipt/r eport may be sent with the r equest if
deemed pertinent.
J. District Attorney Clear ance Request (Form 7417-068)
1. Use this form to request case st atus information or clearanc es from
the District Attorney’s Office.
2. A copy of the original shall be attached to the appropriate property
receipt/report.
3. An entry will be lo gged into the appropriate section of the “short-
term” tickler file binder.
4. A copy of the property receip t/report and any clearances alr eady
received will be attached to the request.
K. Property Tracer (Form 7417-118)
1. This form is used when reques ting the return of property tha t is
being held by another agency.
2. A copy of the original shall be attached to the property
receipt/report.
3. An entry will be lo gged into the appropriate section of the “short-
term” tickler file binder.
4. A copy of the clearance wil l be sent with the request.
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L. Property Records (Form 7401-006-4A)
1. This form is used to compile the monthly statistics applicab le to be
Property Bureau