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Stage 01

Letter of Request Submission in Foreign Military Sales

Timeline: Single transmission; precedes Assessment

Updated 11 September 2026

The partner formally submits a — through the U.S. Embassy's or through its own authorized representatives — triggering the official case process.

What Happens

The request

Upon identifying U.S. systems and/or services to meet defense requirements, the international partner may submit a to the . An can be communicated through formal correspondence (such as a letter or message), email, or a . Less formal methods of communication such as minutes to a meeting or perhaps even oral discussions may be acceptable for transmission of an , but representatives should ensure that the request is appropriately documented for future reference and accountability. C5.2 has a detailed discussion on .

There is no standard or prescribed format for an . The key to a good is that it provides sufficient information to adequately communicate the international partner’s requirements to the . A complete and “actionable” is essential so the can prepare a response that most accurately reflects those requirements.

In addition to the checklists and online tools, international partners and can contact the headquarters’ offices to request assistance (if needed) with preparation. The financial or logistical success of an program can hinge on clear and comprehensive information. To enhance communication and ensure a complete and accurate , international partner involvement in the pre-case and case development process is encouraged, especially on major system sales cases.

Channels of submission

By policy, the action addressees for an should be the and . The is the organization authorized to receive and process . Tables C5.T3A and C5.T3B in the list the authorized and provide addresses and routing information for each . An can originate from in-country or from the international partner representatives in the U.S. Regardless of where the originates, there are key organizations that should receive a copy. In addition to the action addressees ( and ), the U.S. embassy/ and the applicable should receive a copy. If it is not clear which has responsibilities for the system requested, or if the subject of the is sensitive enough to require a higher-level review, then the U.S. embassy or international partner may send the directly to DOS/PM and/or .

The Country Team Assessment

There may be times when an must be accompanied by a . A is prepared by senior U.S. embassy leadership by evaluating an and developing a coordinated position in support of the proposed sale. Normally, the prepares the submission and staffs it with the various members of the .

In accordance with the C5.1.5, a is required if any of the following circumstances apply:

  • The is likely to result in a Congressional Notification pursuant to AECA section 36(b) (22 U.S.C. 2776) (See Section C5.7.) based on its cost.
  • Regardless of cost, that the would result in first introduction of a new capability for the country.
  • The requests defense articles or services of a sensitive nature (See Section C5.1.5.2.).
  • The is requested by (Office of International Operations, Regional Execution Directorate (IOPS/REX)).

In accordance with Table C5.T1 of the , all must address certain factors pertaining to the proposed sale of defense articles/services. These factors include the planned end use, contribution to the defense/security goals of the U.S. and the recipient nation, impact on the recipient’s military capabilities, source of financing and economic impact on the recipient nation, the recipient’s ability to account for and safeguard sensitive technology, and the recipient’s human rights record.

In addition to these common elements, requires additional information when the is for any or service of a sensitive nature as listed in the , Table C5.T1A. For each specific sensitive item listed in C5.T1A, there is a separate table identifying the supplemental information required in the (see Tables C5.T1B through C5.T1H). Note that some of this additional information may require an input from the appropriate Combatant Commander.

Key Players at This Stage

Partner nation

Embassy — Security Cooperation Organization

DSCA

Service international affairs office

Case manager

Program office

Industry

Common Pitfalls

  • type ( vs vs Amendment) unclear — sends clarification back
  • missing mandatory actionable criteria, triggering an RFI cycle
  • Partner submits to the wrong
  • not copied or not engaged, losing the Embassy policy view
  • A sole-source designation left out of the has to be submitted separately and referenced to it

What Practitioners Watch For

References

Drawn exclusively from publicly available authorities.

SAMM

  • SAMM C5.T2 — Letter of Request Submissions Guidelines
  • SAMM C5.2.1.2
  • SAMM C5.2.2.2 — Non-Significant Military Equipment Requests.
  • SAMM C5.2.2.3 — Significant Military Equipment and Major Defense Equipment Requests.
  • SAMM C5.2.3.1 — Exceptions.
  • SAMM C5.2.5.2.1 — Letter of Request Insufficient.
  • SAMM C6.3.4.2 — Timing of Requests.
  • SAMM C5.1.5 — Country Team Assessment.
  • SAMM C5.2 — Letter of Request Submissions.
  • SAMM C5.F3 — Generic Letter of Request Checklist
  • SAMM C5.2.3 — The Department of Defense Components Authorized to Receive Letters of Request.
  • SAMM C5.2.1.1
  • SAMM C5.T3A — Military Department Organizations Authorized to Receive Letters of Request
  • SAMM C3.1.2 — Pre-Letter of Request Assessment Requests for Classified and Advanced Technology Release Decisions in Support of Security Cooperation Initiatives and Competitions.
  • SAMM C5.T1 — Country Team Assessment - Common Required Elements
  • SAMM C5.T1A — Defense Articles that Require Additional Country Team Assessment Elements
  • SAMM C5.T3B — Other Department of Defense Implementing Agencies Authorized to Receive Letters of Request
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