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p. 23 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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Request for Inspection

28. If the group affected or potentially affected by a Bank-financed project is not satisfied with Management's response to its initial Complaint, it may request an independent review or inspection of the Bank's role in the project.

29. The request for inspection (the Request) must be in writing. No specific form is required; a letter is sufficient. The Request must be dated and signed, and include the requester's name and contact address. The Request must be addressed to the Inspection Committee of the Board of Directors, and may be sent to the Committee either in care of the Office of the Secretary (SEC) at 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 Request should be sent by registered or certified mail or delivered by hand in a sealed envelope against receipt. If the Request is sent to the Committee in care of a Resident Mission or Representative Office, the Mission or Office will give the requester a receipt (if the Request was delivered by hand), keep a record of the receipt, and forward the Request to the Secretary through the next pouch.

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

31. The Request should contain the following information:

    1. the information listed in paragraph 23 (relating to initial Complaints);

    2. a description of the steps taken by the requester (or the group the requester represents) to bring his/her grievance to the Bank's attention, the Bank’s response and a statement of why the Bank's response was inadequate; and

    3. if the Request relates to a matter previously raised with the Committee, a description of the new evidence or changed circumstances that justify revisiting the matter.

32. If the requester is the representative of a group affected by the project in question, the Request must include proof that the group has authorized the requester to act on its behalf. This proof should ordinarily be in the form of an original signed copy of instructions or authorization from the group to submit the Request. If the requester is a nonlocal representative entitled to make a Request under paragraph 13(b) above, the requester must include in the Request a statement that there is no appropriate representation in the country where the affected group is located. If the requester is a Board member, the Request must also refer to particularly serious violations of the Bank's operational policies and procedures.

33. The following documents should be attached to the Request:

    1. copies of all correspondence with Bank staff and Management (including copies of the initial Complaint and Management's response);

    2. a record of meetings with Bank staff;

    3. a map or diagram, if relevant, showing the location of the group or area affected by the project; and

    4. any other evidence supporting the Request.

34. If any of the information listed above cannot be provided, an explanation should be given.

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