Decode an official letter in five minutes
The six things to find on any agency notice before you set it down, and the one date that matters most.
Official letters are written to cover every case, which makes them hard to read for your case. Skip the paragraphs and hunt for these six things first. Circle each one with a pen.
1. Who sent it
Find the agency or office name and its return address. If you are not sure the letter is real, look up the agency's contact details yourself on its official site rather than using a number printed on a suspicious letter.
2. The date on the letter
Many deadlines are counted from the date printed on the notice, not the day it reached your mailbox. Write that date on the envelope.
3. The deadline
Look for words like "by", "within", "no later than" or "must respond". Put the deadline in your phone calendar right now, with a reminder several days before it.
4. Your case or reference number
Every call, upload and form you send should carry it. Copy it somewhere you will find it again.
5. What they are asking you to do
Usually one of: send a document, fill out a form, attend an appointment, or simply read and keep. Summarize it in one sentence on a sticky note.
6. Your options if you disagree
Many program notices include a section on asking for a review, reconsideration or hearing, with its own deadline. It is often near the end. Read it even if you agree today.
The ninja move
Take a photo of every page before you file it. If the original goes missing, you still have the dates and the case number.
HelpNinja is not a government agency and cannot act on your case. Contact the office that sent the letter.
General information, not legal or financial advice.