Sentence Structure Use present tense whenever possible. in the first person whenever possible. Place words carefully. Avoid large gaps between the subject, verb, and object. Do not misplace modifiers. Place modifiers near the word or phrase modified. Examples: Not: We sent our letter explaining that we denied the claimant benefits on July 1, 2012. But: On July 1, 2012, we sent our letter explaining that we denied the claimant benefits. (The intent is to tell the reader the date we sent the letter, not the date we denied the claimant benefits.) Not: The prosecutor sought indictments of four people for alleged voter registration fraud one week before the 2012 election. But: One week before the 2012 election, the prosecutor sought indictments of four people for alleged registration fraud. (The intent is to tell the reader when the prosecutor sought indictments, not when the alleged voter registration fraud occurred.) Avoid dangling modifiers. An introductory phrase or clause modifies the subject of the main clause. A modifier dangles if the introductory phrase or clause does not name a subject and the subject of the clause that follows is not the actor. To correct a dangling modifier: name the subject in the introductory phrase or clause; or name the subject in the clause that immediately follows the introductory phrase or clause. Example: Not: When tackling the quarterback, my collarbone broke. (In this sentence, “my collarbone” tackled the quarterback.) But: When I tackled the quarterback, my collarbone broke. (We added the subject “I” to the introductory phrase.) When tackling the quarterback, I broke my collarbone. (We added the subject “I” to the main clause).
subordinate clause is not essential to the meaning of the sentence because it only adds clarifying information, use "which" and separate the clauses with a comma. Examples: We deliver services that meet the changing needs of the public. We want to create a new system that will consistently support our business processes. We administer the Supplemental Security Income program, which is a means-tested program. We recently opened the National Hearing Center, which will allow us to capitalize on new technologies. Use “who” and “whom” correctly. “Who” is the subject of a verb. “Whom” is the object of a verb or preposition. Note: To determine whether to use “who” or “whom,” substitute "he" or "him." If "he" would be correct, use "who." If "him" is correct, use "whom." Examples: Who the letter? (You would say, “He wrote the letter,” instead of, “Him wrote the letter.”) The letter is for whom? (You would say, “The letter is for him,” instead of, “The letter is for he.”) In correspondence, generally to SSA as “we,” “us,” and “our.” In situations where it is more appropriate to refer to SSA as “agency,” use a lowercase “a.” Note: many sources capitalize “agency,” the Acting Commissioner (ACOSS) prefers a lowercase “a.” Follow the ACOSS’ preference when writing agency correspondence. Documents written for formal publications that have their own rules, such as the Federal Register, are exempt from this standard, and you should follow the publication’s requirements. In text, spell out “percent.” Use the percent symbol (%) in document areas (e.g., charts) without enough space for the word “percent.” Avoid “shall.” If you require an action, use “must.” Avoid “impact” as a verb to mean “influence” or “affect.” Use “assure,” “ensure,” and “insure” correctly. Examples:
Subject Indicate the subject and purpose of the memorandum (e.g., ACTION, DECISION, INFORMATION, REPLY, INVITATION). When a memorandum is in response to an incoming memorandum, repeat the subject of the incoming memorandum and refer to its date. Example: SUBJECT: Executive Assurance Statements for fiscal year (FY) 2012 (Your Memorandum Dated 07/30/12)REPLY. Reply Requested If a reply is requested by a certain date, leave one blank line space after the SUBJECT and type the following, centering on the page: REPLY REQUESTED BY: __________________ Attachments and Courtesy Copies (cc) If you send materials with a memorandum, one blank line after the last paragraph and type “Attachment” or “Attachments” at the left margin. Use tabs for two or more attachments and identify the contents of each. Example: Attachments: Tab A – Fact Sheet Tab B – Background For courtesy copies, type “cc:” at the left margin two lines after the last paragraph or two lines after “Attachment” if applicable. Decision Line For a DECISION memorandum, include a decision line for the addressee to indicate approval or disapproval. Type the DECISION line after the last line of the memorandum and before “Attachments” or “cc:.” If applicable, include a space for the ACOSS or DCOSS to provide comments. Social Security
Examples of Forms of Address ADDRESSEE ADDRESS ON LETTER & ENVELOPE SALUTATION & COMPLIMENTARY CLOSE THE HOUSE The President The President The White House Washington, DC 20500 Dear Mr./Madam President: Respectfully, or The President: Respectfully submitted, Spouse of the President Mr./Mrs. (full name) The White House Washington, DC 20500 Dear Mr./Mrs. (surname): Sincerely, Assistant to the President The Honorable (full name) Assistant to the President The House Washington, DC 20500 Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, Former President The Honorable (full name) (local address) (ZIP Code) Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, The Vice President Formal: The Vice President The White House Washington, DC 20501 Informal: The Honorable (full name) The Vice President of the United States Washington, DC Dear Mr./Madam Vice President: Sincerely, Former Vice President The Honorable (full name) (no title) (local address) (ZIP Code) Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, Director, Office of Management and Budget The Honorable (full name) Director, Office of Management and Budget Washington, DC Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, THE FEDERAL JUDICIARY The Chief Justice The Chief Justice The Supreme Court Washington, DC 20543 Dear Chief Justice: Sincerely, THE FEDERAL JUDICIARY (cont’d)
Associate Justice Justice (surname) The Supreme Court Washington, DC 20543 Dear Justice (surname): Sincerely, The Clerk of the Supreme Court The of the Supreme Court The Supreme Court Washington, DC 20543 Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, THE CONGRESS President of the Senate The Honorable (full name) President of the Senate Washington, DC 20510 Dear Mr./Madam President: Sincerely President of the Senate Pro Tempore The Honorable (full name) President Pro Tempore of the Senate Washington, DC 20510 Dear Senator (surname): Sincerely, Speaker of the House of Representatives The Honorable (full name) Speaker of the House of Representatives Washington, DC 20515 Dear Mr./Madam Speaker: Sincerely, Majority Leader United States Senate The Honorable (full name) Majority Leader United States Senate Washington, DC Dear Leader: Sincerely, Minority Leader United States Senate The Honorable (full name) Minority Leader United States Senate Washington, DC 20510 Dear Mr./Madam Leader: Sincerely, United States Senator The Honorable (full name) United States Senate Washington, DC or The Honorable (full name) United States Senator (Home State office address) (City) (State) (ZIP Code) Dear Senator (surname): Sincerely, THE CONGRESS (cont'd) Majority Leader of Representatives The Honorable (full name) Majority Leader House of Representatives Washington, DC 20515 Dear Mr./Madam Leader: Sincerely, Minority Leader House of Representatives The Honorable (full name) Minority Leader House of Representatives Washington, DC 20515 Dear Mr./Madam Leader: Sincerely,
Office of a Deceased Senator or Representative Office of the late Senator (full name) United States Senate Washington, DC 20510 or Office of the late Representative (full name) House of Representative Washington, DC 20515 Sirs/Dear Mr./Ms. (name of contact): Sincerely, LEGISLATIVE AGENCY Comptroller General The Honorable (full name) Comptroller General of the United States Washington, DC 20548 Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, EXECUTIVE DEPARTMENTS & INDEPENDENT AGENCIES Cabinet Members The Honorable (full name) Secretary of (Department) Washington, DC (ZIP Code) or The Honorable (full name) Attorney General Washington, DC 20530 Dear Mr./Madam Secretary: Sincerely, Dear Mr./Madam Attorney General: Sincerely, Deputy Secretaries Assistant Secretaries Under Secretaries The Honorable (full name) Deputy Secretary of (name of Department) Washington, DC (ZIP Code) or The Honorable (full name) Assistant Secretary of (name of Department) Washington, DC (ZIP Code) or The Honorable (full name) Secretary of (name of Department) Washington, DC (ZIP Code) Dear Mr./Mrs./Miss/Ms. (surname): Sincerely, Postmaster General The Honorable (full name) Postmaster General Washington, DC 20260 Dear Mr./Madam Postmaster General: Sincerely, EXECUTIVE DEPARTMENTS & INDEPENDENT AGENCIES (cont’d)