TN 4 (05-92)

RM 05009.001 Reviewing Completed Replies to Incoming Correspondence

A. WHEN TO USE

Your supervisor will tell you when you should use each of the following instructions.

B. PROCEDURE - REVIEW

  • Check to make sure that the information being furnished is in accordance with Departmental, SSA and Office issuances.

  • Use the following chart to review the completed cases.

IF YOU ARE ASKED TO DO...THEN CHECK TO SEE THAT...

A cursory review

  • The correspondence fits the prescribed official style and format.

  • Pertinent information (names, addresses, SSN, etc.) is in the outgoing correspondence.

  • All necessary enclosures are included.

  • All necessary copies of outgoing correspondence are done.

A complete review

  • it passes cursory review as outlined above.

  • the appropriate model or form letter and/or guide paragragh(s) have been used.

  • it furnishes the proper record information, answers inquirer's questions, complies, if possible, with the writer's request and comforms with procedure.

C. PROCEDURE - CORRESPONDENCE PASSES REVIEW

  1. Sign the file box

  2. Complete a Form HHS-76, Mailing Instruction for each piece of outgoing correspondence requiring a “special” mailing service. See RM 05012.001

  3. Sign the original copy as follows:

    • Personal signature of official required - Have the office official identified on the signature line sign it;

    • Personal signature of office official not required - Sign the name of the official identified on the signature line.

  4. Date the outgoing correspondence only  after it has been signed.

  5. Determine and annotate the disposition of the material other than the outgoing correspondence.

D. PROCEDURE - CORRESPONDENCE DOES NOT PASS REVIEW

Prepare Form SSA-4573-U2, Review Form, in triplicate giving pertinent comments regarding the need for correction or rewriting.


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0105009001
RM 05009.001 - Reviewing Completed Replies to Incoming Correspondence - 03/21/2012
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