Reading Level Standard
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Sixth to eighth-grade reading level
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Clear Writing Guidelines
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For information on writing in plain language, see NL
00610.030.
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Notice Elements
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Addresses
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Show addresses single-spaced with even margins in block format
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Show the return address of the originating component 4” from the left side and 1½” minimum from the top of
the page or as needed for placement in a double-window envelope
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Show the mailing address at the left margin approximately 2½” from the top of the page or as needed for placement
in a window envelope
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Show a servicing office address in the referral paragraph, placed 3½” from the left side of the page
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Bullets and Lists
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Do not use a bulleted or numbered list for only one item
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Place bullets ¼” from the left margin
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Place bulleted text ½” from the left margin
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For more information on using bullets and numbered lists, see NL 00610.060D.
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For information on using bullets as an emphasis technique, see NL 00610.060G.
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Charts and Tables
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Use charts and tables to increase clarity
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For information on margins and spacing for tables and charts, see NL 00610.070C.5.
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Cover Letters
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Emphasis Techniques
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Use emphasis techniques if appropriate
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Do not bold or underline more than two consecutive lines of text
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Never use exclamation points
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Enclosure(s)
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List each enclosure on a separate, single-spaced line
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Place “Enclosure(s)” left-justified below the signature and title block
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For information on margins and spacing for enclosure information, see NL 00610.070C.7.
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Headings
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Use Century Schoolbook or Times New Roman font
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First-line heading - 18-point medium
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Second-line heading - 18-point bold
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Third-line heading - 14-point medium
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Subordinate heading (subheading, caption) - 12-point bold
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Ink/Paper
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20 lb. white bond paper for one-sided notices
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50 lb. white bond paper for two-sided notices
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Internet
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Incorporate SSA Internet links in notices whenever possible
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For information on incorporating Internet website information, see NL 00610.060H.
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MARGINS/SPACING
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Margins
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Top and bottom margins - ½” minimum
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Left and right margins - 1” minimum
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Do not justify the right margin
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Spacing of text
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Double-spacing between paragraphs, subordinate headings (subheadings, captions) and
subsequent text, bullets, and blocks of information
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Multiple - Page Notices
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First page does not contain a page number
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Page numbers shown on second and all subsequent pages, right-justified in the upper-right
corner, using the format “Page x of x”
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Center “See Next Page” or “See Other Side” at the bottom of the first page, two lines
after the last line of text
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Place a name, claim (or case) number, date, or other appropriate data left-justified
in the upper-left corner on the second and all subsequent pages
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Ensure that at least two lines of text follow a subordinate heading (subheading, caption)
on a page
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Do not break sentences between pages
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Never show signature or signature title alone on the last page
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Referral Paragraph
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Provide appropriate SSA and other contact information
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For more specific information about using a referral paragraph, see NL 00610.060I.
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Signature
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Depends on notice type. For information about specific signatures used, refer to NL 00601.003.
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Place the notice signature and title block approximately 4¼” from the left side of
the page and on the fifth line after the end of the text
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For information on using signatures and signature titles, see NL 00610.060J.
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For information on the margins and spacing for the notice signature, see NL 00610.070C.6.
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Summary Sheets
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Use for complex computations and actions
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Text
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Use upper and lowercase Century Schoolbook or Times New Roman - 12-point medium
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Use Arabic numerals instead of numbers written out in word form, unless the number
starts a sentence
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Write out months (for example, January)
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For further information about font guidelines for notice text, see NL 00610.070B.1.
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Titles and Salutations
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Using titles and salutations is optional. To include a title for an adult, use Mr.
or Ms.
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Titles are not shown in the mailing address
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