Generally, the field office (FO) identifies beneficiaries (or recipients) or representative payees requiring Spanish notices. The claims folder and the Social Security Administration Data Acquisition and Response System (SSADARS) printout should reflect the need for Spanish language notices.

A Spanish cover letter may be used if the Spanish version of the notice is not available at the disability hearing unit (DHU).

Spanish notices are sent to the beneficiary (or recipient) or representative payee if one of the following criteria are met:

1. 1. 

   Born in Puerto Rico or a country where Spanish is the predominant language;

2. 2. 

   With Spanish surnames;

3. 3. 

   Living in a known Spanish speaking area;

4. 4. 

   Whose FO interview was conducted in Spanish or with the assistance of an interpreter;

5. 5. 

   Appear to have difficulty with English, but appearing to be familiar with Spanish;

6. 6. 

   Requesting Spanish notices; or

7. 7. 

   There is another indication that Spanish notices could be useful, and the individual agrees when asked by the FO if they would like to receive Spanish communications.

When the DHU discovers the need for Spanish notices:

1. 1. 

   Annotate the DHU folder,

2. 2. 

   Update the scheduling information to ensure that appropriate notices are sent, and

3. 3. 

   Notify the FO and disability determination services (DDS) of the Spanish notice requirement.

A beneficiary (or recipient) who falls within one of the criteria in subsection A above will not receive a Spanish notice if:

• •

  The person signs an SSA-381-SP Waiver of Right to Receive Notices in Spanish, waiving the right to receive translated notices, and

• •

  The claims folder contains documentation to show that the person does not need translated notices, e.g., English-speaking and English-educated beneficiary (or recipient).

1. 1. 

   Write the beneficiary's (or recipient's) name, address and Social Security number in English on the English and Spanish versions of the notice.

2. 2. 

   Write the date in Spanish on the Spanish version of the notice (i.e., (day) de (month de 20XX ).)

3. 3. 

   The Spanish translation for each month is:

January (enero)

February (febrero)

March (marzo)

April (abril)

May (mayo)

June (junio)

July (julio)

August (agosto)

September (septiembre)

October (octubre)

November (noviembre)

December (diciembre)

1. 1. 

   Staple the Spanish notice on top of the English notice.

2. 2. 

   Send scheduling and determination notices printed in both English and Spanish to the beneficiary (or recipient), and representative, if any.

3. 3. 

   Place both copies of both the Spanish and English notices in the claims folder.

NOTE: Spanish notices are not required in foreign claim cases.