Some organizations are more savvy than others.
When I was working in various gun shops in Michigan, we'd routinely get letters back from the State Police. Finally, we just included everything.
They would get registration (actually "safety inspection" but everyone knew the deal) forms with "Luger, 9mm, #1234" on them.
They'd then send the obligatory letter to the dealer, telling all the things they needed.
We finally just included a typed letter (the safety form only had room for make, model, cal, serial) with "BYF, 9mm, 4" barrel, 1234 (no suffix), blue, no unit markings" as an example, so it would not be kicked back as stolen, because the stolen report only said "Luger, 9mm, 1234".
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