TC602 Or TC603R Notices Requiring Manual Typing: CreatingThe Notice (AG)

To create manual notices TC602 / TC603R, consider steps 1 to 7 below. The guide is presented as follows

Initial action	Steps 1 - 2
Complete form TC60X	Steps 3 - 4
Send photocopies to the typists	Step 5
Record in Household Notes	Step 6
Amend Action Date	Step 7

Initial action

You are creating either form TC602 or TC603R, go to step 2

Otherwise

Use the appropriate LFC. Follow the guidance in Letters And Forms On Computer

Using the automated notice

Cross cleanly through each element of text which must be removed
Note each element of text which requires a replacement with a number. For example 1, 2, 3
Go to step 3

Complete form TC60X

Complete form TC60X with the following information

Enter the Form Name and Template required

Note: Mismatch should only be used by Group 14

Specify the ‘Return To’ with the group address for electronic copies of clerical notices. For example ‘Group 14-05 Guild’
Specify the ‘Originator’ as yourself and your team. For example ‘European Economic Area (EEA) Team - Joe Bloggs’
Enter the current date in ‘Date Referred’
If the TC603R is urgent, delete the ‘No’ option adjacent to the ‘Is request urgent’ box

Note: This should only be used for Hot Cases or MP cases

Specify the page number. In case changes run over, this will be used to track the total number of changes
Enter the claimant details
For each alteration, enter the number you gave the text at step 2 in the first column and enter the replacement text in the second column
Go to step 4

Photocopy both the automated notice and form TC60X. Then

Place the original copies with the casepapers
Place in clerical BF until the typing has returned

For non-urgent typing give a BF date 10 days in the future

For urgent typing give a BF date 1 day in the future

Go to step 5

Send photocopies to the typists

5	Staple the photocopies together with the TC60X on top Send by Taxpost (This text has been withheld because of exemptions in the Freedom of Information Act 2000) Note: The amended notice will be returned to you by e-mail Go to step 6

Record in Household Notes

Use Function MAINTAIN HOUSEHOLD NOTES and select the ‘General’ or ‘Renewals & Reminders’ category, depending on which notice you are issuing

Use Standardised Messages and copy and paste one of the following messages from ‘G - Mismatches’, depending on the action you have taken

If the TC602 has been sent for clerical alteration, use

GS03 - TC(XXX) sent for clerical alteration for claimant/s

If the TC603R has been sent for clerical alteration, use

GS08 - TC603R sent for clerical alteration for claimant/s
Notes:

You must follow the guidance in How to Correctly Complete Application And Household Notes when you record the note

And also

Follow the guidance in Maintain Household Notes

Then

Go to step 7

Amend Action Date

Use Function MAINTAIN WORKLIST, and on the Maintain Worklist screen

Select ‘Manual Correspondence’ from the Worklist Type drop down menu
Select the office or unit from the Management Unit drop down menu if the one you want is not already displayed in this field. The screen will be redisplayed with the entries currently on the Work List
Click on the entry in the Work List that you wish to amend
Click on the [Details] button
Amend the date in the Action Date field

For non urgent typing enter an Action Date 10 days in the future

For urgent typing enter an Action Date 1 day in the future

Notes:

Check e-mail daily for returned typing
If you have not received the amended retyped notice by the BF date, notify your manager
Make sure that the Retained checkbox is ticked within the Worklist Details screen

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