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15 <br />Requirements for Acceptance <br />The basic requirement is to establish that the abency was unable to locate <br />the compiainant. This would include written documentation of steps such <br />as: <br />a. The receipt of retuimed correspondence indicating that the complainant <br />moved and left no forwarding addres5; <br />b. Documented evidence that the telephone number of an individua] who <br />would always Icnow how to contact the complainant was obtained at <br />intalce, and tllat efforts to contact such person were unsuccessful; <br />Documented contacts with othei- sources or references in an effort to <br />obtain a more current address for cornplainant e.Q. evidence of <br />contacts with the HUD Office; checl<:s through the telephone directoiy; <br />contacts with the postal service or- utility company, contacts with <br />witnesses, other persons or t•elatives identified by the complainant <br />during intake, contact with the complainant's place of employment, <br />etc.); <br />d. Documented efforts to contact complainant by ce1-tified mail-return <br />i-eceipt requested, if correspondence has been returned as "unclaimed;" <br />and <br />Documented efforts to contact complainant or witnesses by telephone <br />durin? business hours for a business numbe7- and during non-business <br />hours for the residential number. <br />If these efforts are unsuccessful, a letter must be sent to the last known <br />address by both regular and certified mail, advising the complainant of the <br />agency's intent to close the case unless information regarding a current <br />address and/or telephone number is provided within ten days. After the <br />tenth day has elapsed without a response, the case may be closed <br />administratively with notice sent to all parties, including the complainant, <br />to the last ]cnown address. <br />Notwithstanding the documentation and actions reguired above, if the final <br />investigation report shows that there were no attempts to locate the <br />complainant(s) within a thirty day time ii-ame, the agency shall not receive <br />credit under the FHAP for the closure oi die case. <br />2. Documentation Required (To be mailed to HLTD at time of reporling the <br />closure to HUID). <br />a. A copy of a case chronology, a case diary, or other written