Letter of Resolution for citizen complaints
Do any agencies utilize a Letter of Resolution (or something similar) to close out citizen complaints when the complainant wishes to withdraw the complaint or is otherwise satisfied with the agency's action before the complaint investigation is concluded?
Please respond to jmoulton@hagerstownpd.org. Thank you.
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Though we are very communicative with complainants during every step/process of a complaint, we don’t have a closing letter we send to a complainant when a complaint is withdrawn, or a complainant says they don’t want to complain anymore during the initial complaint reception. We document the conversation and resolution in the complaint closure memos.
It should be noted though, we don’t get a lot of verbal never minds, the complainants that change their mind usually stop communicating, in which case we do send out ‘Attempt to Contact’ letter to the complainant prior to closing a complaint.
Our Internal Affairs admin has templates of all the letters we send throughout the course of a complaint, investigation, and closure if you need them.