## Section C. Department of Veterans Affairs (VA) Forms and Form Letters (FLs)

#### Overview

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| #          | > This section contains the topics listed in the table  |
| #### In Th | > below.                                                |
| is Section |                                                         |
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  ------------- --------------------------------------------- ------------
  Topic         Topic Name                                    See Page

  1             Using VA Forms                                2-C-2

  2             Using VA Form Letters (FLs)                   2-C-6
  ------------- --------------------------------------------- ------------

#### 1. Using VA Forms

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| ##### In   | > This topic contains information on using Department   |
| troduction | > of Veterans Affairs (VA) forms, including             |
|            |                                                         |
|            | -   the governing documents for the use of              |
|            |     locally-developed forms                             |
|            |                                                         |
|            | -   when to use VA forms                                |
|            |                                                         |
|            | -   the types of VA forms used by a regional office     |
|            |     (RO)                                                |
|            |                                                         |
|            | -   creating and revising VA forms                      |
|            |                                                         |
|            | -   maintaining and accessing existing VA forms         |
|            |                                                         |
|            | -   the local generation of VA forms, and               |
|            |                                                         |
|            | -   typing narrative reports.                           |
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| ##### C    | > October 28, 2005                                      |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### a.   | The use of the locally-developed forms and overprinted  |
|  Governing | Department of Veterans Affairs (VA) forms is governed   |
|  Documents | by                                                      |
|  for the U |                                                         |
| se of Loca | -   MP-1, Part II, Chapter 4, and                       |
| lly-Develo |                                                         |
| ped Forms  | -   [M23-1, Part I, Chapter                             |
|            |     18](htt                                             |
|            | p://www.warms.vba.va.gov/admin23/m23_1/part1/ch18.doc). |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### b.   | > Use VA forms to document                              |
| When to Us |                                                         |
| e VA Forms | -   when services are provided, and                     |
|            |                                                         |
|            | -   the process and outcomes of counseling and          |
|            |     evaluation activities.                              |
+------------+---------------------------------------------------------+

Continued on next page

1\. Using VA Forms, Continued

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| ##### c. T | > The table below describes the types of VA forms used  |
| ypes of VA | > by a regional office (RO), which are located in       |
|  Forms Use | > CWINRS.                                               |
| d by an RO |                                                         |
+------------+---------------------------------------------------------+

+-----------------------------------+----------------------------------+
| Type of Form                      | Description                      |
+-----------------------------------+----------------------------------+
| VA evaluation and planning forms  | Used by Counseling Psychologists |
| in the 28 series                  | (CPs)/Vocational Rehabilitation  |
|                                   | Counselors (VRCs) and contract   |
| ***Examples***:                   | counselors to document the       |
|                                   | process and outcomes of          |
| -   *VA Form 28-1902, Counseling  | counseling and evaluation        |
|     Record -- Personal            | activities under all Vocational  |
|     Information*, and             | Rehabilitation and Employment    |
|                                   | (VR&E) benefits.                 |
| -   *VA Form 28-1902b, Counseling |                                  |
|     Record -- Narrative Report*   | Used by VR&E Case Managers to    |
|                                   | document the provision of        |
| -   *VA Form 28-1902w,            | services and supervisory         |
|     Rehabilitation Needs          | assistance to                    |
|     Inventory(RNI)*               |                                  |
|                                   | -   veterans in rehabilitation   |
| -   *VA Form 28-8872,             |     programs under Chapter 31,   |
|     Rehabilitation Plan*, and     |     and                          |
|                                   |                                  |
| -   *VA Form 28-8872a,            | -   eligible persons in either   |
|     Rehabilitation --             |     specialized vocational or    |
|     Continuation Sheet*           |     special restorative training |
|                                   |     under Chapter 35.            |
|                                   |                                  |
|                                   | ***Reference***: For more        |
|                                   | information on training under    |
|                                   | Chapter 35, see M28.VI.ii.       |
+-----------------------------------+----------------------------------+

Continued on next page

1\. Using VA Forms, Continued

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  c\. Types of VA Forms Used by an RO (continued)

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+-----------------------------------+----------------------------------+
| Type of Form                      | Description                      |
+-----------------------------------+----------------------------------+
| VA rehabilitation services and    | Used by VR&E Case Managers to    |
| assistance record forms in the 28 | document the provision of        |
| series                            | services and supervisory         |
|                                   | assistance to                    |
| ***Examples***:                   |                                  |
|                                   | -   veterans in rehabilitation   |
| -   *VA Form 28-1905Authorization |     programs under Chapter 31,   |
|     and Certification of Entrance |     and                          |
|     or Reentrance into            |                                  |
|     Rehabilitation and            | -   eligible persons in either   |
|     Certification of Status*      |     specialized vocational or    |
|                                   |     special restorative training |
| -   *VA Form 28-1905d Special     |     under Chapter 35.            |
|     Report of Training (Under     |                                  |
|     Chapter 31, Title 38 USC)*    | ***Reference***: For more        |
|                                   | information on training under    |
| -   *VA Form 28-1905m Request for | Chapter 35, see M28.VI.ii.       |
|     Supplies (Chapter 31 -        |                                  |
|     Vocational Rehabilitation)*   |                                  |
+-----------------------------------+----------------------------------+
| Other VA Forms (outside the 28    | Used to supplement the 28        |
| series)                           | series.                          |
|                                   |                                  |
| ***Examples***:                   |                                  |
|                                   |                                  |
| -   *VA Form 4107, Your Rights to |                                  |
|     Appeal Our Decision*, and     |                                  |
|                                   |                                  |
| -   *VA Form 21-686c, Declaration |                                  |
|     of Status of Dependents*      |                                  |
+-----------------------------------+----------------------------------+

Continued on next page

1\. Using VA Forms, Continued

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| ##### d.   | > VR&E Service                                          |
| Creating a |                                                         |
| nd Revisin | -   creates new forms and revises existing forms, and   |
| g VA Forms |                                                         |
|            | -   along with the Office of Field Operations (OFO),    |
|            |     notifies the ROs of the new or revised forms.       |
|            |                                                         |
|            | > ***Important***: Locally-developed forms must have    |
|            | > Central Office (CO) approval prior to use.            |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ###        | > VA forms are maintained and accessed                  |
| ## e. Main |                                                         |
| taining an | -   in CWINRS,                                          |
| d Accessin |                                                         |
| g Existing | -   [VA Forms Site](http://vaww.va.gov/vaforms/),       |
|  VA Forms  |                                                         |
|            | -   Jetforms, and                                       |
|            |                                                         |
|            | -   the Depot.                                          |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### f    | > RO's may generate VA forms locally using copiers or   |
| . Local Ge | > computers.                                            |
| neration o | >                                                       |
| f VA Forms | > Locally-generated forms *must* *be* VA-authorized     |
|            | > forms.                                                |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ###        | > The VR&E Division should arrange for typing all       |
| ## g. Typi | > narrative reports. However, if the local situation    |
| ng Narrati | > prevents typing the reports, then VR&E Case Managers  |
| ve Reports | > may legibly handwrite them.                           |
+------------+---------------------------------------------------------+

#### 2. Using VA Form Letters (FLs)

+------------+---------------------------------------------------------+
| ##### In   | > This topic contains information on using VA form      |
| troduction | > letters (FLs), including                              |
|            |                                                         |
|            | -   the policy on the use of VA FLs                     |
|            |                                                         |
|            | -   the types of VA FLs used by an RO                   |
|            |                                                         |
|            | -   maintaining and accessing existing FLs, and         |
|            |                                                         |
|            | -   modifying letters locally.                          |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### C    | > October 28, 2005                                      |
| hange Date |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| #####      | > The use of VA form letters (FLs) in replying to       |
| a. Policy  | > individual inquiries received by VR&E Divisions is    |
| on the Use | > generally discouraged. However, when FLs *are* used,  |
|  of VA FLs | > the FLs provided by CO must be used.                  |
|            | >                                                       |
|            | > ***Important***: Such forms should *not* be used in   |
|            | > situations in which personalized assistance is        |
|            | > needed.                                               |
|            | >                                                       |
|            | > ***Reference***: For information on modifying FLs,    |
|            | > see M28.II.2.C.2.d.                                   |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ##### b.   | > The table below describes the types of VA FLs used by |
|  Types of  | > an RO, which are located in CWINRS.                   |
| VA FLs Use |                                                         |
| d by an RO | ***Reference***: For a complete listing of the letters  |
|            | available in CWINRS, see Appendix N RFW Letters in the  |
|            | *CWINRS Users Guide & Manual*.                          |
+------------+---------------------------------------------------------+

+--------------------------------+-------------------------------------+
| Types of FLs                   | Description                         |
+--------------------------------+-------------------------------------+
| VA FLs                         | Used by the VR&E Case Manager to    |
|                                | communicate in writing with         |
| ***Examples:***                | veterans and other eligible persons |
|                                | about a wide range of situations    |
| -   *FL 28-161,* *Request for  | that arise in the course of VR&E    |
|     Appointment*               | operations.                         |
|                                |                                     |
| -   *CS-001, Motivation to     |                                     |
|     File Vocational            |                                     |
|     Rehabilitation Claim*, and |                                     |
|                                |                                     |
| -   *RS-001, Vocational        |                                     |
|     Rehabilitation Guidelines* |                                     |
+--------------------------------+-------------------------------------+

Continued on next page

2\. Using VA Form Letters (FLs), Continued

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  b\. Types of VA FLs Used by an RO (continued)

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+--------------------------------+-------------------------------------+
| Types of FLs                   | Description                         |
+--------------------------------+-------------------------------------+
| Locally-generated FLs          | Developed by the RO                 |
|                                |                                     |
|                                | -   for personalized situations not |
|                                |     covered by a VA FL, and/or      |
|                                |                                     |
|                                | -   as a local equivalent to a VA   |
|                                |     FL.                             |
+--------------------------------+-------------------------------------+

+------------+---------------------------------------------------------+
| ##### c.   | > VA FLs are maintained and accessed                    |
|  Maintaini |                                                         |
| ng and Acc | -   in CWINRS,                                          |
| essing Exi |                                                         |
| sting FLs  | -   [VA Forms Site](http://vaww.va.gov/vaforms/),       |
|            |                                                         |
|            | -   Jetforms, and                                       |
|            |                                                         |
|            | -   the Depot.                                          |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
| ####       | > VR&E Divisions may modify letters to                  |
| # d. Modif |                                                         |
| ying Lette | -   improve the recipient's understanding of the        |
| rs Locally |     situation the letter is describing, or              |
|            |                                                         |
|            | -   meet local administrative needs.                    |
|            |                                                         |
|            | > ***Example***: Modifications to letters may be made   |
|            | > to include                                            |
|            |                                                         |
|            | -   reasons for a decision                              |
|            |                                                         |
|            | -   an office address                                   |
|            |                                                         |
|            | -   directions to reach an office                       |
|            |                                                         |
|            | -   the name of a Case Manager, and                     |
|            |                                                         |
|            | -   allowable amounts for payment of travel expenses.   |
+------------+---------------------------------------------------------+