GN 00904.090 Preparation of Form SSA-562-U3
Space is provided on the SSA-562-U3 for elaboration of any pertinent detail which will help the assisting office act promptly and correctly on the request. Failure to furnish sufficient detail when initiating the request may result in incomplete or erroneous information or return of the request for additional information. See that all available information called for on the form is provided. A clerical error that too frequently results in wasted effort is the failure to stamp or type the address of the requesting office in the space provided.
B. Distribution of Copies
The first carbon copy of the SSA-562-U3 (Assisting Office Copy for Progress Report) will be sent to the assisting office with the original “Request for Assistance” to be used as a progress report to the requesting DO. There is a space on this carbon copy for the assisting DO to indicate a date by which it is expected the required action will be completed and the reason for the delay.
The second carbon copy (Requesting Office Copy for Followup) will be retained by the requesting DO for control purposes and status request if necessary with the assisting DO. (See GN 00904.105.)
If the request is made over the telephone, the person taking the request should complete an SSA-562-U3 and mail the second carbon copy to the requesting office for control purposes.
C. Certification Portion of SSA-562-U3
The current issue of Form SSA-562-U3 contains on the reverse side of the first page a certification block for Age, Relationship or Citizenship; and a block for Certification of Proof of Marriage, adapted from Form SSA-704.
Since these blocks should cover the major areas of documentation for which DO's certify evidence, the availability of the SSA-562-U3 should expedite certifications by the DO.
Do not use the certification items on the SSA-562-U3 for these situations. Use the appropriate Form SSA-704, SSA-553, or SSA-4385 in the following situations:
For foreign language documents (use only for English language documents).
If more than one proof of age, relationship or citizenship or marriage is to be certified.
If certification of proof of death or service in the Armed Forces is required.
To abstract from any court order (e.g., divorce, annulment and adoption decrees).
To record detailed comments in Remarks Section.
If entries on documents or records to be certified are not free from erasure, interlineations, or other alterations, the general appearance of the document on record is not satisfactory to establish authenticity.
D. Remarks and Reason for Request
The reason for the request is not essential but is often helpful and is recommended as a matter of courtesy to the assisting office.
Include in the remarks space sufficient detail to facilitate immediate and complete development. The following list suggests types of information that are most helpful:
If the name of the claimant is different from that of the WE, mention this fact.
In requesting search of birth records, give the child's full name, alleged date of birth, mother's maiden name, father's full name, and the place (city as well as State) of birth.
When requesting search of school records, give the student's name, the parents' or guardians' names, location of the school, and years and grades attended. If known, list the names of siblings attending the same school.
If requesting verification of marriage, give the full name of the applicants for a license, their residences, the date and place (city or county) where the application was obtained, along with the date and place of marriage.
In requesting examination of divorce records, furnish the full names of the plaintiff and defendant and their residences, as well as the date and place of marriage.
If the person to be contacted has a rural mailing address, give the telephone number or directions for locating him/her, if possible.