1998 S Housing - Cooperative Agreement with US Department HUD

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15 persons or relatives identified by the complainant during intake, contact with the complainant's place of employment, etc.); (d) Documented efforts to contact complainant by certified mail-return receipt requested, if correspondence has been returned as "unclaimed;" and (e) Documented efforts to contact complainant or witnesses by telephone during business hours for a business number and during non-business hours for the residential number. If these efforts are unsuccessful, a letter must be sent to the last known address by both regular and certified mail, advising the complainant of the Agency's intent to close the case unless information regarding a current address and/or telephone number is provided within 10 days. After the 10th day has elapsed without a response, the case may be closed administratively with notice sent to all parties, including the complainant to the last known address. Notwithstanding the documentation and actions required above, if the final investigation report shows that there were no attempts to locate the complainant(s) within a 30-day time frame, the Agency shall not receive credit under the FHAP for the closure of the case. 2. Documentation Re fired (To be mailed to HUD at time o reporting the closure to HUD). (a) a copy of a case chronology, a case diary, or other written documentation which provides evidence that progressive steps were taken to locate the complainant; (b) a copy of a returned envelope with post office notations; (c) records showing telephonic or mail contacts with other references or sources and that at least four telephone calls were attempted to complainants' residence and place of employment, two during normal business hours to a business number and two during non- business hours to a residential number.