TN 4 (05-92)

RM 05004.006 Handling Correspondence Without Enough Processing Information or Damaged in the Mail

A. INTRODUCTION

You may receive correspondence that does not contain sufficient information to allow OCRO to process the request or  the material may have been damaged in the mail.

B. PROCEDURE

Return the material you received from the requester with your reply. In addition, cover the following in your reply.

If the correspondence...Then...

does not have enough information for processing

  • explain that we need additional information or material, as applicable, before we can handle the request

  • ask the requester to return a copy of our outgoing reply and  the original correspondence when he/she furnishes us with the needed information/material.

  • suggest that the requester enter any needed information directly on our reply.

was damaged in the mail

  • explain that the correspondence was damaged in the mail to such an extent that we were unable to process it.

  • ask that the individual resubmit the request, supplying the missing information, or where necessary, reconstructing the damaged portion of the correspondence or enclosed material. When appropriate, enclose the proper form for the individual to use in replying (e.g., Form SSA-7004 PC, Request for Earnings Information).

  • ask the requester to return a copy of our outgoing reply when the request is resubmitted.

  • ask the requester to return the damaged portion of the original incoming correspondence only if:

    it would be expensive for the requester to obtain or reproduce a new copy of the original incoming (e.g., if it has been notarized);

    the original incoming serves as a protection to the writer (e.g., it would establish a filing date for application of benefits.

NOTE: Have a courtesy copy prepared of our outgoing reply. Do not prepare file copies of any of the incoming or outgoing correspondence.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0105004006
RM 05004.006 - Handling Correspondence Without Enough Processing Information or Damaged in the Mail - 05/13/1992
Batch run: 01/27/2009
Rev:05/13/1992