TN 4 (05-92)

RM 05004.001 Miscellaneous Instructions Relating to Handling Correspondence

A. PROCEDURE - REPLY FROM MORE THAN ONE COMPONENT

Use the following table to handle correspondence that requires an answer from more than one component.

If the receiving
component will...
Then...

prepare the reply

  • get all of the information, material or assistance needed from all  sources to prepare a complete and accurate reply.

NOTE: Make sure that each of the participating components sees the incoming inquiry.

  • prepare the reply in the receiving component.

not prepare the reply

  • get all the information, material needed for the reply.

  • route letter, information and material to the component that will prepare the reply.

B. PROCEDURE - NO RETURN ADDRESS

If the incoming correspondence does not contain a return address or it is illegible, then:

  • take any possible action required by the text of correspondence (e.g., make an adjustment) even though it may not be possible to send a reply

  • if the request contains a phone number, call for the correct address

C. PROCEDURE - REQUEST FOR FOREIGN LANGUAGE RESPONSE

When an individual requests that our reply to his/her letter be written in his/her native language, reply in English.  In the reply, tell him /her that we cannot reply in a foreign language.

D. PROCEDURE - INCOHERENT, INFLAMMATORY, IRRATIONAL OR OBSCENE CORRESPONDENCE

Prepare appropriate form (e.g., SSA-L 7038 and send it with all incoming material back to the requester.

E. DEFINITION - PERSISTENT WRITER

A persistent writer is one who writes to us continually concerning matters on which SSA has taken all possible action.

F. PROCEDURE - PERSISTENT WRITER

Annotate the correspondence “NAN” (i.e., “No Answer Necessary”). Do not acknowledge.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0105004001
RM 05004.001 - Miscellaneous Instructions Relating to Handling Correspondence - 05/31/2012
Batch run: 05/31/2012
Rev:05/31/2012