Letter Format

290.2 - Letter Format (Rev. 4278, Issued: 04-12-19, Effective: 06-13-19, Implementation: 06-13-19) Appeals correspondence shall follow the instructions issued by CMS for MAC written correspondence letterhead requirements unless otherwise instructed and/or agreed to by CMS. In addition, observe the following information: • Numerical dates must not be used (i.e., instead of 6/16/13, use June 16, 2013), except when included in a table; • Type/font size must be 12 point or larger (all responses are to be processed using a font size of 12 and a font style of Universal or Times New Roman or similar style for the ease of reading by the beneficiary and the provider); • When the subject matter is lengthy or complicated, bullet points should be used to clarify, if possible; • For long letters, headings should be used to break it up (e.g., DECISION, BACKGROUND, RATIONALE); • If procedure codes are cited, the actual name of the procedure must be associated with the code; • Span dates may not be used for 1 day of service; and • The MAC should not use all capital letters. Letters that contain all capital letters appear impersonal and computer generated. Refer to §300.5 for instructions on how to handle cases involving multiple beneficiaries, including overpayment cases involving multiple beneficiaries.