TN 4 (05-92)
Follow the instructions below.
Handle incoming Puerto Rican correspondence written in Spanish with no translation
attached per RM 05002.001.
After receiving a translated version of incoming correspondence, further handle in
accordance with 3. below.
Prepare outgoing correspondence in the usual manner (i.e., prepare letter in English,
use regular letter format, etc.).
Attach a form OF-41 addressed to the servicing field office (FO). Request its assistance
in translating or taking action necessary to insure the addressee understands the
Send reply directly to the individual if:
the purpose of the incoming correspondence is clearly stated; and
it seems obvious the individual has a good command of the English language; and
a detailed or complicated explanation is not necessary.
Send the correspondence, together with any information from our records that is needed
for the preparation of a complete reply, to the servicing FO under cover of a form
you are not certain as to the individual's knowledge of the English language (e.g.,
the incoming is a form letter with no written notes or the incoming is written in
a broken English); or
a complete reply must include a detailed or complicated explanation; or
we cannot comply with the request and the situation in 3.b., bullet #1 is present.
OCRO personnel must prepare the complete reply if it is of a highly technical nature or a form letter is being sent. Use the remarks portion of form OF-41 or a covering
memo if the OF-41 has insufficient space for any explanation.