Agent Designation Cover Letter Examples - For Designation of an Agent for Service of Process

Sep 11, 2026

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Cover letter examples for designating an agent for service of process under 49 CFR Part 551, Subpart D. The NHTSA Part 551 Office uses the cover letter to confirm the submission type, what information is being updated (manufacturer or agent), and the required next action. Guidance covers new designations, updates or agent replacements, and the need to clearly identify all changes. Instructions address required fields, optional file attachments, use of the Manufacturer ID, and steps when email verification is not possible.

LanguageEnglish

CategoryLetters

FormatPDF

Pages5

Reading Time2 min

AccessFree to download

Cover Letter Purpose

What the NHTSA Office Verifies

Submission Types and Required Information

New Record: First-Time Designation

Update or Replacement of Existing Record

Changes That Must Be Identified

Examples and Submission Guidance

Optional Cover Letter Attachment

Manufacturer ID and Email Verification

Examples 3-6: Updating Manufacturer and Agent Information

COVER LETTER EXAMPLES For Designation of an Agent for Service of Process (49 CFR Part 551, Subpart D) The NHTSA Part 551 Office reviews the Cover Letter to verify the type of submission (i.e. , a new agent designation or an update to an existing designation), what is being updated (e.g. , manufacturer or agent information), and the required course of action (e.g. , designating an agent or updating the existing record) . Therefore, a Cover Letter that clearly identifies such information is important for the timely processing of each submission. Please see below for examples of cover letters for manufacturers: (1) designating an agent for the first time and (2) updating existing 551 information, including replacing an agent. (1) When the submission is a new record ( i.e. , the manufacturer is submitting designated agent information for the first time with NHTSA Part 551 Office) (2) When the submission is an update to an existing record or replacement of an agent (i.e. , the manufacturer has previously submitted designated agent information with NHTSA Part 551 Office) • Cover Letter must identify all changes from the existing record • Manufacturers are required to update 551 information for any changes to: o The full legal name of the manufacturer; o Principal place of business and mailing address of the manufacturer ; o Trade or brand names, marks, logos, or other designations of origin under which the manufacturer's products will be sold; and o Designated U.S. agent • Manufacturers may upload a Cover Letter file (see Example 1) • If already registered with NHTSA, please enter the Manufacturer ID (see Example 2) Example 1: Attaching a Cover Letter file Submitting a separate Cover Letter attachment is optional. If the manufacturer chooses to include a Cover Letter, the Cover Letter must clearly explain all updates to the existing record. For more information on how to draft a Cover Letter, please refer to the examples on the following pages. Example 2: Updating existing records using the Manufacturer ID The Manufacturer ID can be found on the MID website. After the manufacturer submits its ID (in the highlighted section below), follow the instructions for verification via email. For additional information, see the vPIC NHTSA New Manufacturers Handbook , Appendix 10. If the manufacturer cannot verify via email, include the manufacturer ID in the Cover Letter. Example 3: Updating manufacturer’s information Example 4: Updating manufacturer’s information and replacing a designated agent Example 5: Replacing a designated agent with no changes to the manufacturer’s information Example 6: Updating designated agent’s information

FAQs

What information must the cover letter clearly identify for NHTSA processing?

It must state the submission type (new designation or update), what is being updated (manufacturer or agent information), and the required course of action (designating an agent or updating the existing record).

What are the required updates manufacturers must provide under 49 CFR Part 551?

Manufacturers must update changes to the full legal name, principal place of business and mailing address, trade or brand names/marks/logos/designations of origin, and the designated U.S. agent.

When should a manufacturer include the Manufacturer ID in the cover letter?

If the manufacturer cannot verify via email, the Manufacturer ID must be included in the cover letter; it can be found on the MID website.

Sep 11, 2026

Upload by Ezra