INSTRUCTIONS FOR FILLING OUT THE COVER LETTER
1. Cover letters are mandatory for all case submissions to the Regional lab except for
latent print lift cards that are submitted solely for evaluation and entry into AFIS. All
other items and disciplines must have a cover letter to accompany the RFLE upon
submission.
2. Digital Multimedia Examination requests: Remember that all requests (RFLE and
Cover Letter) for Digital Multimedia Analysis must be emailed to Daren Ford
(dford@co.weld.co.us). He will contact your evidence section for guidance on
submission to the lab.
3. Pay attention to the color of the ink as each has a different purpose. In all instances
where blue or green instructions are given, highlight all the words and add the
information as instructed. Make sure to convert the ink to black to match the rest of
the document.
a. Blue – You must complete the information requested.
b. Green – if there is additional information requested and can be added please
add that information. If there is no additional information then just delete the
green instructions and continue to fill out the rest of cover letter.
c. Red – Read the information then delete the contents. It is there only to
provide information and does not need to be saved in the final cover letter.
4. When the cover letter is completed make certain that you have removed the
information provided in blue, green or red so it is all the same color.
5. At the bottom of the cover letter guide is information relative to a specific discipline
request. Please delete any information that is not relative to the case being
submitted. If it is applicable to a discipline then use the blue print to highlight the
discipline (e.g. Firearms/Toolmarks information:) and then add the information that
would apply.
a. Example:
Firearms/Toolmarks information: Please examine the clothing items submitted to
determine the distance the firearm (Ruger, serial # XXXX is also submitted) was
from the clothing worn by Mr. Jones, when it was discharged.
6. There is additional information for digital media submissions that may be applicable.
Please review and provide the information if it does apply.
7. Fill out the RFLE completely (every gray area needs information added).
COVER LETTER TEMPLATE
YOUR AGENCY NAME
Request for Services
(Name)
(Agency)
(Address)
Lab Director Arndt,
We are submitting (note how many) items of evidence and those items are listed in detail
on the Request for Laboratory Examination (RFLE) form accompanying this cover letter. The
items submitted are in reference to a (note the type of case). The incident involved …
(Provide a brief synopsis of the incident- one paragraph summary)
(If you are aware of any privileged information contained within the evidence submitted
please provide an explanation or details to assist the examiner: type over this paragraph
adding the information if applicable, if no further information delete this paragraph)
(If an item has been previously viewed or accessed by anyone please note that information
here.)
1. Items previously examined by non laboratory personnel will not be examined unless
approval from the lab director or technical lead.
2. Electronic media contains internal information (metadata) that can affect the final
report information and examination process. It is vital that this information be
accurate and pre-examination of electronic devises may alter that metadata. The lab
needs to be aware if the electronic information has been viewed.
3. If there is known to be biological fluids present on an item, please be certain that the
outer packaging has a biohazard sticker on the items(s).
For submission to disciplines other than biological sciences (e.g. computers, latents, etc)
please note that the items submitted may contain blood or biohazard material.
We are requesting the following items be examined to: (Let us know what you want us to
do.)
Latent Print/Shoe and Tire Track information:
If there are any special needs or handling instructions for the case, call Clay Buckingham at (970)
356-4015 ext 3626. Clay.buckingham@greeleypd.com
Firearms/Toolmarks information:
If there are any special needs or handling instructions for the case, call Dan Gilliam at (970) 3564015 ext 3627. gillatd@co.larimer.co.us
Digital Multimedia Evidence information:
If there are any special needs or handling instructions for the case, call Daren Ford at (970) 3564015 ext 3631. dford@co.weld.co.us
Cell phone and Computer information:
Use the following key words in the search of cell phones or computers: (please list)
DVD/DVR, CCTV System, Analog video recorder, etc., information:
Make, model and Serial #:______________________
System type:
Player provided with evidence:
System and/or software password:
If known: provide operating system; the record mode and note if the date and time
are correct.
Scene address, hours of operation, scene POC, CCTV system POC
Camera position and placement relative to the incident
Time period of the incident
Audio/Visual information:
Suspect or suspects description (what they might have been wearing if known),
vehicle description (color, make, etc. if known)
Sincerely,
(Your name)
See attached: (List attachments, e.g. search warrant)