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Members may download one copy of our sample forms and templates for your personal use within your organization. Please note that all such forms and policies should be reviewed by your legal counsel for compliance with applicable law, and should be modified to suit your organization’s culture, industry, and practices. Neither members nor non-members may reproduce such samples in any other way (e.g., to republish in a book or use for a commercial purpose) without SHRM’s permission. To request permission for specific items, click on the “reuse permissions” button on the page where you find the item.
The cautionary notice or letter might read as follows:
On _____ [first date] _____ and _____ [second date] _____, we notified you that _____ [Name of employer] _____ had received from the Social Security Administration (SSA) a request regarding a problem with the name and/or number used for your SSA account information. On both occasions, we asked you to appear before the nearest SSA office to resolve this problem or let us know if any of your Social Security information had changed so that we could amend our records and SSA earnings and contributions could be properly assigned and recorded. We have not heard from you about any changes to your SSA account information. Therefore, we will be forced to terminate your employment unless you can demonstrate to us by _____ [new date] _____ that you have resolved this problem at the local SSA office by ____ [new date] ____. Please be advised that _____ [Name of employer] _____ takes its obligation to comply with the law seriously.
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