The notice author works with the stakeholders as outlined in NL 00101.001C to draft new language. Follow the guidelines NL00101.005B in this section. It is up to the notice author to determine how to collaborate with the stakeholders. Some options include:

• •

  Setting up a workgroup.

• •

  Creating a team page in Teams.

• •

  Sharing a central document via OneDrive for comments.

Always review the entire notice, not just the language revised.  

The notice author must consult with the Office of Transformation Office of Customer Experience (OT OCX) (^OT OCX Controls). This will ensure the customer experience is considered and OT OCX’s Unified Notice Redesign Guidance is incorporated.

The notice author must ensure that all stakeholders agree with the new or revised language before submitting the clearance package for approval.  Incorporating stakeholder feedback during the drafting stage reduces recirculation and review time during the clearance stage, NL 00101.015.  If the notice author can't resolve issues or conflicts for the clearance package, they should escalate the package to the next higher level for resolution.

The Office of the General Counsel (OGC) (^OGC Controls) is available to give advice during the drafting stage, if requested.

The Office of Media and Logistics Management (OMLM) determines whether the proposed requirements can be met on an existing print contract or if a new contract must be awarded.  OMLM will also provide a cost estimate and help the notice author understand whether their desired timeline is reasonable, depending on the contracting options available.  If the proposed requirements or timeline can't be met, they will recommend changes to help the notice author achieve their desired notice production outcomes.

Consult with OMLM at^DCBFM OFLM OMLM Controls to determine if there are contractual or budgetary considerations when:

• •

  Changing the font.

• •

  Creating a new notice.

• •

  Adding or removing enclosures.

• •

  Changing the page count of the notice.

If an enclosure is available online in our publications catalog, the notice author must determine if we can stop including a hard copy with the notice.

If the notice author decides to remove the mailed hard copy, they should determine if they need to add a hyperlink to the enclosure in the notice. There may be legal implications to removing a hard copy of an enclosure. Always consult with OGC when considering removal of hard copies of enclosures from notices.

If  the new or revised notice will increase printing and postage costs, contact the Office of Budget (OB) at ^DCBFM OB Controls so they can present the new costs to the Office of the Commissioner for approval.

1. 1. 

   Office of Transformation Office of Customer Experience (OT OCX) Unified Notice Redesign Guidance - addresses recurring challenges identified in communications research related to language simplification and user-friendly formatting.

   • •

     Provide the Social Security seal or logo, as appropriate, and Beneficiary Notice Control number (BNC#) for legitimacy and consistency.

   • •

     Provide the National 800 Number for customer support.

   • •

     Answer the who, what, where, when, and why on the first page instead of scattering information throughout the notice.

   • •

     Provide exact dates for deadlines and exact dollar amounts when possible so customers don’t have to do the math themselves.

   • •

     Keep content simple and concise for all customers to easily understand.

   • •

     Use a soft tone for increased readability and empathy for the customers.

   • •

     Provide clear next steps and guidance so customers can determine what to do and the resources they have.

   • •

     Provide additional support options for customers’ unique accommodations and preferences.

   • •

     Reorder content to have the explanation at the beginning.

   • •

     Use intuitive formatting (e.g., icons, headers, tables, lists, bold text, accessible font, color).

2. 2. 

   NL 00610.000 - Social Security Administration (SSA) Notice Standards.

3. 3. 

   Quality Initiative for Commissioner's Correspondence (QUICC) Handbook – Provides the Commissioner’s general guidelines for writing and style.

4. 4. 

   Plain Language Hub – Provides agency resources and information about writing with plain language.

5. 5. 

   Federal Plain Language Guidelines – Provides Federal guidelines for plain language.

6. 6. 

   U.S. Government Printing Office Style Manual – Provides Federal guidelines for style.