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:
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Instead of: |
Use: |
Instead of: |
Use: |
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Self-insured |
Self insured |
submit/provide |
give |
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verification |
proof |
anyone |
any one |
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discontinue |
stop |
beginning |
start |
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additional |
more |
excess |
over |
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increase |
go up |
decrease |
go down |
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effective |
as of |
contain |
have |
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advise |
tell |
required |
needed |
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determine |
find |
obtain/receive |
get |
Avoid the use of acronyms such as ATAP 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 amount.
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 other deductions, such as child care, child or spousal support paid out, and any allowed medical expenses.
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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