TN 7 (05-05)

NL 00901.140 Model Letters to Number Holders

A. Procedure

Prepare and release the following model letters to number holders to:

  • provide information about letter forwarding services,

  • resolve discrepancies on an earnings record,

  • request the completion of a form, and

  • provide information from an earnings record.

B. Exhibit

1. ML200 - Family Circle Magazine Article On Letter Forwarding Requests

This is in response to your request to use our letter forwarding service based on the article “Lost & Found” which appeared in the June 26, 1990 issue of Family Circle magazine.

The information in the article was not completely accurate. The article failed to mention that the Social Security Administration's letter forwarding service is primarily for the benefit of the missing person rather than the requester. Generally, we will consider forwarding a letter only to inform the missing person about an important matter of which that person is unaware and about which he or she would undoubtedly want to be informed. For example, we will forward a letter to a long-lost friend if there would be an impact on the missing person's health or welfare.

Letter forwarding is a public service not related to the Social Security programs. Because of the impact of this service on the Social Security programs, as well as the potential for an invasion of the privacy rights of the individuals, we must strictly limit the use of our letter forwarding service.

Unfortunately, your reason for wanting to contact (missing person's name) is not one which meets our criteria for forwarding a letter.

We regret that we cannot be of assistance to you in this matter. Enclosed is your original correspondence.

W. Burnell Hurt

Associate Commissioner for Central

Operations

 

Enclosure

2. ML201 - Family Circle Magazine Article Letter Forwarding Request (Return Fee)

This is in response to your request to use our letter forwarding service based on the article “Lost & Found” which appeared in the June 26, 1990 issue of Family Circle  magazine.

The information in the article was not completely accurate. The article failed to mention that the Social Security Administration's letter forwarding service is primarily for the benefit of the missing person rather than the requester. Generally, we will consider forwarding a letter only to inform the missing person about an important matter of which that person is unaware and about which he or she would undoubtedly want to be informed. For example, we will forward a letter to a long-lost friend if there would be an impact on the missing person's health or welfare.

Letter forwarding is a public service not related to the Social Security programs. Because of the impact of this service on the Social Security programs, as well as the potential for an invasion of the privacy rights of the individuals, we must strictly limit the use of our letter forwarding service.

Unfortunately, your reason for wanting to contact (missing person's name) is not one which meets our criteria for forwarding a letter.

We regret that we cannot be of assistance to you in this matter. Enclosed is your original correspondence and your $(amount) check.

W. Burnell Hurt

Associate Commissioner for

Central Operations

 

Enclosure

3. ML202 - Family Circle Magazine Article Letter Forwarding Requests (Fee To Be Returned By The Treasury Department)

This is in response to your request to use our letter forwarding service based on the article “Lost & Found” which appeared in the June 26, 1990 issue of Family Circle magazine.

The information in the article was not completely accurate. The article failed to mention that the Social Security Administration's letter forwarding service is primarily for the benefit of the missing person rather than the requester. Generally, we will consider forwarding a letter only to inform the missing person about an important matter of which that person is unaware and about which he or she would undoubtedly want to be informed. For example, we will forward a letter to a long-lost friend if there would be an impact on the missing person's health or welfare.

Letter forwarding is a public service not related to the Social Security programs. Because of the impact of this service on the Social Security programs, as well as the potential for an invasion of the privacy rights of the individuals, we must

Unfortunately, your reason for wanting to contact (missing person's name) is not one which meets our criteria for forwarding a letter.

We regret that we cannot be of assistance to you in this matter. Enclosed is your original correspondence. The Treasury Department will refund your payment of ($amount).

W. Burnell Hurt

Associate Commissioner for

Central Operations

 

Enclosure

Control#

4. ML 400 Request For Evidence (Regular Wages And Self-employment Income)

We are writing because you asked us about your (1) for (2). You can help us correct your earnings record by providing us with the following proof of your earnings:

Best Types of Proof of Earnings

(Use ERN029 below for wages)

The best types of proof of earnings that will help us correct your earnings record are either:

  • A copy of your Form W-2 (except copy A) for the year (or years) you believe are wrong. A photocopy is acceptable.

or

  • A signed statement from your employer or the person who keeps your employer’s records. We need the original statement.

(Use ERN031 below for self-employment income)

The best types of proof of earnings that will help us to correct your earnings record are:

  • A copy of your Form 1040, Schedule SE, and either a Schedule C or F.

AND

  • Proof that your tax return was timely filed (i.e., for Social Security purposes within 3 years, 3 months and 15 days after close of taxable year). For example, a copy of an IRS date stamp on your tax return (i.e., Form 1040) or a cancelled check or money order payable to the Internal Revenue Service.

If you do not have any of the documents listed above, please call or visit the IRS, your tax preparer or any Social Security office. There may be other types of proof of earnings we can use to correct your earnings record.

(Use caption ERNC08 and ERN030 below if developing wages)

Other Types of Proof of Earnings

If you do not have any of the proof of earnings listed above, please send us at least two original items from the list below:

  • Exact copy of Federal or State income tax returns;

  • Pay envelopes/statements;

  • Unemployment compensation award letters; or

  • Union records of dues and wages.

Sending Your Information

You should send us this information within fifteen (15) days of the date of this letter.

We have provided a pre-addressed envelope for your convenience. As soon as we have completed our investigation, we will inform you of the results and return the original documents you provided.

If You Have Any Questions

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit our office, please visit the office at the address above. Please have this letter with you if you call or visit an office. It will help us answer your questions.

Fill-ins

(1) Choice 1 – earnings

Choice 2 – self-employment income

(2) year or years being developed

5. ML 400S Request For Evidence (Regular Wages And Self-employment Income)

Le estamos escribiendo porque usted nos preguntó sobre sus (1) por (2). Usted puede ayudarnos a corregir su registro de ganancias al proveernos uno de los siguientes documentos:

Documentos preferidos

( If developing wages use ERN029 below)

Los documentos preferidos para ayudarnos a corregir su registro de ganancias son:

  • Una copia de su Forma W-2 (excepto por la copia A) para el año (o años) que usted cree que están incorrectos. Una fotocopia es aceptable.

O

  • Una declaración firmada por su empleador o la persona que mantiene los registros de su empleador. Necesitamos el documento original.

(If developing self-employment income use ERN031 below)

Los documentos preferidos para ayudarnos a corregir su registro de ganancias son:

  • Una copia de su Forma 1040, anejo SE, y anejo C o F.

Y

  • Prueba de que su planilla de contribución fue rendida a tiempo (i.e., para propósitos del Seguro Social, dentro de los tres años, tres meses y 15 días después del cierre del año tributable). Por ejemplo, una copia de su planilla estampada con sello del Servicio de Impuestos Internos (IRS, por sus siglas en inglés) indicando la fecha en que fue rendida (Forma 1040) o un cheque cancelado o giro postal pagadero al Servicio de Impuestos Internos.

Si usted no tiene ninguno de los documentos indicados arriba, por favor llame o visite la oficina de Servicio de Impuestos Internos, la persona que le completó sus planillas o cualquier oficina del Seguro Social. Puede que haya otros documentos que podamos usar para corregir su registro de ganancias.

(If developing wages use caption ERNC08 and ERN030 shown below)

Otros tipos de documentos

Si usted no tiene ninguno de los documentos indicados arriba, por favor envíenos por lo menos dos de los documentos originales mencionados en la siguiente lista:

  • Copia exacta de sus planillas de contribución federales o estatales;

  • Sobres de paga / talonarios;

  • Cartas de compensación por desempleo; o

  • Registros de su Unión Laboral de cuotas o salarios.

Enviando sus documentos

Usted debe enviarnos los documentos dentro de quince (15) días a partir de la fecha de ésta carta. Le hemos provisto un sobre predirigido para su conveniencia. Tan pronto completemos nuestra investigación, le informaremos de los resultados y le devolveremos los documentos que usted envió.

Si usted tiene preguntas

Si usted tiene alguna pregunta, llámenos al 1-800-772-1213 (de lunes a viernes,
7:00 a.m. a 7:00 p.m. hora del este). Podemos contestar la mayoría de las preguntas por teléfono. Si usted prefiere visitar nuestra oficina, por favor visite la oficina indicada arriba. Por favor tenga esta carta consigo si llama o visita una oficina. Nos ayudará a contestar sus preguntas

Fill-ins

(1) Choice 1 – ganancias anuales

Choice 2 – ingreso anuales de trabajo por cuenta propia

(2) year or years being developed

6. ML 401 Request For Evidence (Follow-up)

We are writing because you told us there may be a mistake in the amount of the earnings on your record for (year(s)). On (date) we asked you to send proof of your earnings to help us correct your record. We have not received that information. We cannot make any changes to your record without the proof we asked you to send us.

Send us the requested proof of earnings within fifteen (15) days from the date of this letter so we can review and, if possible, correct your earnings record.

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit our office, please visit the office at the address above. Please have this letter with you if you call or visit an office. It will help us answer your questions.

7. ML 401S Request For Evidence (Follow-up)

Le estamos escribiendo porque usted nos dijo que podría haber un error en la cantidad de ganancias en su registro para (year(s)). En (date) le pedimos que nos enviara la evidencia para ayudarnos a corregir su registro. No hemos recibido esa evidencia. No podemos hacer cambios en su registro sin la evidencia que pedimos nos enviara.

Envíenos la evidencia que le pedimos dentro de quince (15) días a partir de la fecha de ésta carta para que podamos revisar, y si es posible, corregir su registro de ganancias.

Si usted tiene alguna pregunta, llámenos al 1-800-772-1213 (de lunes a viernes,
7:00 a.m. a 7:00 p.m. hora del este). Podemos contestar la mayoría de las preguntas por teléfono. Si usted prefiere visitar nuestra oficina, por favor visite la oficina indicada arriba. Por favor tenga esta carta consigo si llama o visita una oficina. Nos ayudará a contestar sus preguntas.

8. ML 402 Request For Evidence (Final Close Out)

We are writing because you told us there may be a mistake in the amount of the earnings on your record for (year(s)). We discontinued our review of your earnings record because you did not respond to our request(s) or provide any proof of your earnings to help us correct your earnings record. We will reopen our review if you send us the requested proof.

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit our office, please visit the office at the address above. Please have this letter with you if you call or visit an office. It will help us answer your questions.

9. ML402S Request For Evidence (Final Close Out)

Le estamos escribiendo porque usted nos dijo que puede existir un error en la cantidad de ganancias en su registro para el [year(s)]. Hemos descontinuado nuestra revisión de su registro de ganancias porque usted no respondió a nuestro pedido(s) o suministro evidencia que nos ayudara a corregir su registro de ganancias. Volveremos a hacer ésta revisión si usted nos envía la evidencia requerida.

Si usted tiene alguna pregunta, llámenos al 1-800-772-1213 (de lunes a viernes,
7:00 a.m. a 7:00 p.m. hora del este). Podemos contestar la mayoría de las preguntas
por teléfono. Si usted prefiere visitar nuestra oficina, por favor visite la oficina indicada arriba. Por favor tenga esta carta consigo si llama o visita una oficina. Nos ayudará a contestar sus preguntas

10. ML403 - No Itemized Earnings - (Refund All But $15 Cost For Searching Our Records)

We have searched our records as a result of your inquiry for earnings information for (name), Social Security Number (SSN). There are no earnings for the years you requested.

We received your $ (amount) payment for this information. Although there is a $15 charge for searching our records, your payment exceeded this amount by $ (amount). The Treasury Department will refund your overpayment.

W.Burnell Hurt

Associate Commissioner for

Central Operations

 

Control #

11. ML404 - Request For Yearly Totals Only - (Refund All Money)

Enclosed is a statement of the earnings now recorded for (name), Social Security Number (SSN).

There is no charge for the type of earnings information you requested.

The Treasury Department will refund your payment of $(amount) .

W.Burnell Hurt

Associate Commissioner for

Central Operations

 

Control#

12. ML405 - Excess Amount Received

Enclosed is a statement of the earnings now recorded for (name), Social Security Number (SSN) .

We received your $(amount) payment for your request of earnings information. Your payment exceeded the required amount of $(amount) as shown on the fee schedule.

The Treasury Department will refund your overpayment of $(amount).

W.Burnell Hurt

Associate Commissioner for

Central Operations

 

Control #

13. ML406 - Certify Yearly Totals - (We charge for the cost of certification and refund remaining amount)

We have searched our records as a result of your inquiry for earnings information. There are no earnings for the year(s) you requested.

Although there is a $15 charge for the certification service, the Treasury Department will refund your payment of $(amount).

W. Burnell Hurt

Associate Commissioner for

Central Operations

 

Control #

14. ML407 - Certify Itemized Earnings - (We charge for searching records and cost of certification and refund remaining amount)

We have searched our records as a result of your inquiry for earnings information for (name), (SSN). There are no earnings for the year(s) you requested.

We received your $(amount) payment for this information. Although there is a $15 charge for searching our records and a $15 charge for the certification, your payment exceeded the required amount by $(amount). The Treasury Department will refund your overpayment.

W. Burnell Hurt

Associate Commissioner for

Central Operations

 

Control #

15. ML408 - Problem Employer - On Ser (With Date)

We are writing to answer your question about your earnings for (year).

We did not include your earnings from (employer's name) for (year) in the Social Security Statement we sent you because we are still working with your employer's report. We should finish working with this report by (expected completion date).

If you apply for Social Security benefits before we update your record, your W-2 form will serve as proof of your earnings.

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit one of our offices, please check the local telephone directory for the office nearest you. Or, call us and we can give you the office address. Please have this letter with you if you call or visit an office. It will help us answer your questions.

W. Burnell Hurt

Associate Commissioner for

Central Operations

16. ML409 - Problem Employer - On Ser (No Date)

We are writing to answer your question about your earnings for (year).

We did not include your earnings from (employer's name) for (year) in the Social Security Statement we sent you because we are still working to make sure that the employer's report is accurate. We will update your record as soon as we complete all necessary actions on this report.

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit one of our offices, please check the local telephone directory for the office nearest you. Or, call us and we can give you the office address. Please have this letter with you if you call or visit an office. It will help us answer your questions.

W. Burnell Hurt

Associate Commissioner for

Central Operations

17. ML410 - Total Number Of Credits

We are writing to answer your question about Social Security work credits that you have earned.

We reviewed your earnings record and found that it shows you have earned (exact number of credits earned) credits. The statement we sent you earlier only mentioned 40 quarters because that is the most credits you need to receive benefits under current law.

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit one of our offices, please check the local telephone directory for the office nearest you. Or, call us and we can give you the office address. Please have this letter with you if you call or visit an office. It will help us answer your questions.

W. Burnell Hurt

Associate Commissioner for

Central Operations

18. ML411 - Disagreement/discrepancy In Projected Earnings

As you requested, we have refigured your benefit estimate using the information you gave us. Enclosed is a revised benefit estimate.

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit one of our offices, please check the local telephone directory for the office nearest you. Or, call us and we can give you the office address. Please have this letter with you if you call or visit an office. It will help us answer your questions.

W. Burnell Hurt

Associate Commissioner for

Central Operations

19. ML412 - Unable To Contact By Telephone

We are writing to you because we have been unable to reach you by telephone. You called us on (date of call) about the Social Security Statement we sent you.

We would like to talk to you about your concerns. Please get in touch with us to let us know how we can help you.

You can call us between (time) and (time) Eastern Standard Time. Our telephone number is (telephone number).

W. Burnell Hurt

Associate Commissioner for

Central Operations

20. ML413 - Dual Request Referral Letter

We are writing to reply to your letter dated (date). In that letter, you asked us about the earnings record of (name). You also asked for claims information about that person.

 

Information About Earnings

We are enclosing the earnings information you requested. If you have any questions about this information, please call us at (CCB office telephone number).

 

Information About Claims

We also forwarded your letter to the office shown below:

  • Appropriate PSC or ODIO

Street Address

City, State ZIP Code

They will answer your request for claims information and any questions about that information.

If You Have Any Other Questions

If you have any other questions, please call, write or visit any Social Security office. If you visit an office, please bring this letter. It will help us answer your questions.

W. Burnell Hurt

Associate Commissioner for

Central Operations

21. ML414 - Request For Evidence

                                                 Date:

                                                Refer To:

 

We are writing because you asked us about your earnings for      . This letter tells you what you need to do to correct your earnings record.

What You Need To Do

To help us correct your earnings record, please:

  • complete the enclosed Form SSA-7008, Request for Correction of Earnings Record, and

  • send it to us with proof of your earnings. The type of proof we need is shown below.

If you do not have any of the proofs shown below, please call or visit any Social Security office. There may be other kinds of proofs we can use to correct your earnings record.

 

Proofs of Wages

The best proof of wages for the year(s) in question is a copy of your Form W-2 (except copy A). You can send us photocopies.

OR

If you do not have a copy of your W-2, please send us at least two different original proofs. We can use any of the following:

  • Federal or State income tax returns

  • Pay envelope

  • Paycheck stub

  • Voucher

  • Other unsigned proof from your employer that shows your earnings, or

  • Other papers that show your earnings

Proof of Self-Employment Income

The best proof of self-employment income for the year(s) in question is:

  • a copy of your form 1040 tax return and Schedule SE and the applicable Schedule C or F.

AND

  • proof that your tax return was filed on time. This may be a cancelled check showing you paid the Internal Revenue Service, or other proof.

 

Sending Us Your Proofs

When you have completed the SSA-7008 and gathered your proofs, please mail them to us in the enclosed envelope. As soon as we have reviewed them, we will let you know of the results and return any original proofs to you.

See Next Page

If You Have Any Questions

If you have any questions, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit one of our offices, please check the local telephone directory for the office nearest you. Please have this letter with you if you call or visit an office. It will help us answer your questions.

W. Burnell Hurt

Associate Commissioner for

Central Operations

 

Enclosure:

Form SSA-7008

22. ML415 - Social Security Statement Rounding Down Explanation

We are writing because you asked for more information about the Social Security Statement we sent you.

 

Why We Show Full Dollars On Your Earnings Statement

When we were developing the statement, we wanted to give as much information as possible. We had to make some compromises. One was to show only full dollar amounts for your earnings or estimated taxes. We dropped the cents because there is not enough space.

 

Information About Tax Withholdings

To figure your estimated taxes, we multiplied your earnings shown in our records by the tax rates for Social Security and for Medicare hospital insurance, dropping the cents. The two are figured separately. As much as $1.98 can be dropped from the combined taxes. If the earnings shown on your form W-2 are different from the earnings shown in our records, the taxes also can be different.

We do not keep a record of your taxes, only a record of your earnings covered by Social Security. We do not use the taxes you paid to find out if you have worked long enough to qualify for Social Security benefits. We also do not use the taxes to figure out how much your benefits will be. Instead, we use your earnings under Social Security, including cents, for these purposes.

 

If You Have Any Questions

If you have any questions about your earnings statement, call us at 1-800-772-1213 (Monday through Friday, 7 a.m. to 7 p.m. EST). We can answer most questions over the phone. If you prefer to visit or call one of our offices, please call us and we will give you the address and telephone number of the office nearest you. Please have this letter with you if you call or visit an office. It will help us answer your questions.

W. Burnell Hurt

Associate Commissioner for

Central Operations

C. EXHIBIT - Sample Notice

ML416 - SELF-EMPLOYMENT INCOME CHANGED TO WAGES

Social Security Administration

Retirement, Survivors and Disability Insurance

Earnings Record Information

                                                                                Office or Central Operation

                                                                                300 N. Greene Street

                                                                                Baltimore, Maryland 21201

                                                                                Date: May 21, 1992

Addressee Name

Street Address

City, ST 00000

We are writing to let you know we have made changes to your Social Security earnings record. The following will give you more information about the changes.

Why We Changed Your Earnings Record

You reported $400.00 in self-employment income for 1990. The Internal Revenue Service (IRS) examined this and decided this was not self-employment income. They say these earnings were wages you earned as an employee of Smith Trucking.

If you have any questions about the IRS decision, you should contact Smith Trucking for more information.

Because of what the IRS told us, we have changed your earnings record. We have removed $400.00 in self-employment income for 1990 from your earnings record. And we have added $450.00 to your earnings records as wages for 1990. The amount of Social Security wages we added to your record is more than the amount of self-employment income you reported because wages are not reduced by business deductions.

If You Disagree With the Amount Added or Removed

If you disagree with the amount of self-employment income we removed from your earnings record or the amount we added as wages, you have the right to appeal. We will review your case and consider any new facts that you have. Then a person who did not make the first decision will decide your case.

  • You have 60 days to ask for an appeal.

  • The 60 days start the day after you get this letter.

See Next Page

XXX-XX-XXXX Page 2 of 2

  • You must have a good reason for waiting more than 60 days to ask for an appeal.

  • You have to ask for an appeal in writing. We will ask you to sign a Form SSA-561-U2, called “Request for Reconsideration.” Contact one of our offices if you want help.

If You Have Any Questions

If you have any questions about Social Security matters, call us at 1-800-772-1213. If you prefer to visit an office, please check the local telephone directory for the office near you. Or, you can call us and we can give you the office address. Please have this letter with you if you call or visit an office. It will help us answer your questions.

                                           W. Burnell Hurt

                                          Associate Commissioner for

                                           Central Operations 


To Link to this section - Use this URL:
http://policy.ssa.gov/poms.nsf/lnx/0900901140
NL 00901.140 - Model Letters to Number Holders - 05/06/2005
Batch run: 01/27/2009
Rev:05/06/2005