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p. 21 of 29 BACK | NEXT I. Key Aspects II. Inspection Procedures A. Introduction B. Scope of the Policy C. Structure of the Policy D. Parties Who Can Request an Inspection E. Requests That Can Be Entertained F. Processing of a Request for Inspection 1. Overview 2. Initial Complaint to Management 3. Management's Response to an Initial Complaint 4. Request for Inspection 5. Preliminary Review of the Request 6. Inspection by a Panel of Indepedent Experts 7. Consideration of the Panel's Report G. General Diagram of Inspection Process III. Sample Forms

ADB's Inspection Policy: A Guidebook : II. Inspection Procedures : F. Processing of a Request for Inspection

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Initial Complaint to Management

20. A request for inspection of a Bank-financed project will not be considered by the Committee unless the underlying grievance was first raised with the Bank's Management and Management was given an opportunity to respond.

21. To satisfy this requirement, a written complaint (the Complaint) must be made to the President. No specific form is required; a letter will suffice. The Complaint must be dated and signed, and include the sender's name and contact address. The Complaint must be addressed to the President, and may be sent either to the Bank's Headquarters or in care of the Bank's Resident Mission or Representative Office in the country where the sender is located (if the Bank has a Mission or Office in that country). The Complaint should be sent by registered or certified mail or delivered by hand in a sealed envelope against receipt. If the Complaint is sent to the President in care of a Resident Mission or Representative Office, the Mission or Office will give the sender a receipt (if the Complaint was delivered by hand), keep a record of the receipt, and forward the Complaint to the President through the next pouch.

22. Since the working language of the Bank is English, a Complaint must be in English. Documents prepared in the local language of the sender may be included with the Complaint, but should be identified briefly and summarized in English.

23. The Complaint should contain the following information:

    1. a brief description or identification of the project (a map or diagram may also be provided, if relevant);

    2. an identification of the sender (or the group the sender represents);

    3. a brief description or identification of the Bank's operational policies and/or procedures that the sender believes have been violated;

    4. a description of the act or omission by the Bank that the sender believes have led or may lead to this violation;

    5. an explanation of how the sender (or the group the sender represents) has been or is likely to be directly and materially harmed by the Bank's act or omission, and what rights or interests of the group have been or are likely to be adversely affected; and

    6. if some of this information cannot be provided, an explanation of why this is so.

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