108-3 GUIDELINES FOR CREATING THE FREE FORM SECTION
108-3 A. MAKE SURE YOUR WRITING IS CLEAR AND EASY TO READ
Information entered on a notice must be clear and concise so that anyone reading the notice will understand what action is being taken on the case and the reasons for that action.
Review notices before sending them to ensure spelling and grammar are accurate and correct.
Sentences should be short with a maximum length of no more than two lines. Keep the average sentence to about 15 words or less. Try bullets for short lists.
Use simple words with no more than 2 syllables
whenever possible. Avoid hyphens and compound words because these
affect readability. The following chart gives some examples of possible
substitutions:
Instead of: |
Use: |
Instead of: |
Use: |
Self-insured |
Self insured |
submit/provide |
give |
verification |
proof |
anyone |
any one |
discontinue |
stop |
beginning |
start |
additional |
more |
excess |
over |
increase |
go up |
decrease |
go down |
effective |
as of |
contain |
have |
advise |
tell |
required |
needed |
determine |
find |
obtain/receive |
get |
Avoid the use of acronyms such as TA
for Alaska Temporary Assistance Program, and abbreviations such as ”thru”
for ”through.”
Avoid beginning sentences with ”you” whenever possible, especially in adverse situations.
For example:
Use ”We did not receive” instead of ”You did not give us..."
108-3
B. INCLUDE IMPORTANT INFORMATION SPECIFIC TO THE
ACTION TAKEN ON THE CASE OR ELIGIBILITY DECISION:
List
all the income considered or counted; specify the gross or net amount
used in the determination. See the program policy manuals to determine
if gross or net monthly income is used for the eligibility determination.
Identify
the person receiving the income. If there is more than one person
with income in the household, list whose income it is.
List the
type or source of income (example: $100 in wages from Wal-Mart.).
Specify
any unreported income that was discovered and counted; provide an
explanation of how the income was discovered unless in situations
where we have to keep the information confidential such as a fraud
report by a neighbor.
Clearly
explain how the caseworker calculated the income amount
Self-employment income:
List all
gross income from self-employment and allowed deductions for expenses.
Clearly list all expenses that were not allowed and provide the reason for not allowing the expense.
List all
resources that were considered or counted.
Specify
the value of each countable resource.
List all
allowed shelter and utility expenses.
List
and identify the type of standard deductions given such as telephone,
heat, electricity, water, etc. (Example: We allowed a standard deduction
for your monthly telephone, heating and electricity expenses).
List
and identify the type of non-standard deductions and the amount allowed
such as rent, child care, child or spousal support paid, and any allowed
medical expenses. (Example: A monthly deduction was allowed
for your $800 rent and $150 child support payment).
Be very
clear and list precisely the information the client needs to provide,
and by what date.
Encourage
clients to inform the caseworker if they need help obtaining the information
or have any questions.
List the information
the client did not provide.
Encourage the client to reapply at any time.
In addition to making notices clear and easy to
understand, aim to make them effective. Caseworkers must ensure the tone
of their notice is pleasant for clients to read. Keep the notice professional,
objective, and non-threatening.
108-3
D. HELPFUL TIPS FOR EIS NOTICE SCREENS
Helpful hints for composing notices are available in EIS by pressing the F10 key on the NORE screen. The information includes tips on formatting, completing notice fields, and macros help.
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