The assembly clerk sends form letters requesting the NH's SSN to persons residing
in the United States. If the SSN is received, claims folders are prepared. However,
if no response is received or if the person contacted does not know the NH's SSN,
the assembly clerk will prepare an alpha folder and refer it to a BET.
The BET then requests the assistance of the appropriate district office by either
telephoning or writing. If BETs prepare written requests, they must show “ALPHA—MOD (and the appropriate MOD #)” in the SSN block of Forms SSA-4766-U3 so that the mailroom can route the reply to
the correct module for association with the alpha folders. BETs diary the request
for 60 days by stapling a 3” × 5” piece of paper to the folder, annotated with the
date the response is due. If the DO responds that it is unable to contact the claimant(s),
BETs return the request to the foreign agency, ex-
plaining that the person in question could not be found. If no response is received,
BETs should phone the DO and request that the DO respond by phone after contacting
or trying to contact the individual. BETs should hold the alpha folders on their desks
for 2 working days. If the DO does not respond or the response is negative, BETs return
the material to the foreign agency, explaining that the individual did not respond.