Chronological organization arranges topics in the order in which they occur. This method is usually used to show steps in a process or to explain how a process works. Present the information in the sequence the reader or SSA will follow. An example of chronological organization follows:

1. a. 

   You fill out an application to get a benefit.

2. b. 

   You submit the application.

3. c. 

   We review the application.

4. d. 

   We make a decision on the application.

5. e. 

   We send you a notice with the decision.

When organizing a notice based on importance of the information, first state the action, decision, or information that most directly affects that reader. The remainder of the notice contains specialized information, exceptions, or secondary points that are progressively less significant to the reader. For example, a disallowance notice is organized to:

1. a. 

   inform the reader that we disallowed his or her application;

2. b. 

   state the reason(s) for the disallowance;

3. c. 

   provide information on how to appeal the decision; and

4. d. 

   give SSA contact information if the reader has questions.

Other notices are more general in content and are sent to a large group of people (for example, the 2009 Economic Recovery Payment notice). The most important information for notices sent to a large audience is the information that affects the most readers. Organizing a notice on the basis of importance to the majority of the audience ensures that the information, action, or decision with the greatest significance to the largest number of readers comes first, followed by notice content that involves successively fewer readers.

The first-line heading is always “Social Security Administration.”

The second-line heading is the program title. Use the second-line headings shown below.

IMPORTANT: When the notice content crosses program lines, omit the second-line heading (program title) and use the third-line heading "Important Information" in place of the program title.

The third-line heading is the subject of the notice. It draws attention to the main topic of the notice and lets the reader know immediately why he or she received the notice. Examples of third-line headings are shown below.

Subordinate headings (subheadings, captions) are descriptive headings used in the body of the notice. Subordinate headings help organize the notice content, break up the information into understandable segments, and draw attention to specific topics contained in the notice. It is important to ensure that your subordinate headings tell the reader what each notice section covers. Accurate subordinate headings can help the reader locate essential information. Subordinate headings should not be too long and should be shorter than the content that follows.

There are three types of subordinate headings that aid in the organization of your notice:

• •

  question subheadings

• •

  statement subheadings

• •

  topic subheadings