You will receive one original letter and one copy for your records. What is a Letter of Agency?The City recommends that property owners complete a Letter of Agency form with the San Diego Police Department (SDPD). As part of the application, applicants must also fill out an approximately 26-page Personal History Statement (PHS) and attach it to their online application. In addition to the applications below, you may also be required to fill out these supplemental forms. Send the letter directly to the office, department or individuals involved in the situation. Simply sending the letter to the ombudsman is not appropriate. The person who serves the papers will have to fill out a Proof of Service form telling what they gave (served) to the other parties. Note: If the case number is in the format 37-2021-12345678-XX-XX-XX, enter only the case numbers without the dashes and letters.