• LinkedIn
  • YouTube
  • Twitter
  • Facebook
  • Google+

How should we respond to a ‘no-match’ letter?

by on
in Employment Law,Hiring,Human Resources

Q. We recently received a no-match letter from the So­cial Security Administration. How should we respond?

A. In April 2011, the Social Security Administration (SSA) resumed the practice of sending no-match letters, which notify an employer of a discrepancy between information they reported on an employee’s W-2 form and information in the SSA’s database.

As you may recall, the SSA had temporarily stopped sending no-match letters after a lawsuit was filed in 2007 challenging a proposed no-match rule issued by the U.S. Department of Homeland Security, which has now been rescinded.

The Department of Justice’s Office of Special Counsel for Immigration-Related Unfair Employment Practices recently issued the following “do’s and don’ts” for employers regarding no-match letters:


  • Recognize that name/Social Security number no-matches can result because of simple administrative errors.
  • Check the reported no-match information against your personnel records.
  • Inform the employee of the no-match notice.
  • Ask the employee to confirm his or her name/SSN ­reflected in your personnel records.
  • Advise the employee to contact the SSA to correct or update his or her SSA records.
  • Give the employee a reasonable period of time to ­address a reported no-match with the local SSA office.
  • Follow the same procedures for all employees regardless of citizenship status or national origin.
  • Periodically meet with or otherwise contact the ­employee to learn and document the status of the employee’s efforts to address and resolve the no-match.
  • Submit any employer or employee corrections to the SSA.


  • Assume the no-match conveys information regarding the employee’s immigration status or actual work authority.
  • Use the receipt of a no-match notice alone as a basis to terminate, suspend or take other adverse action against the employee.
  • Attempt to immediately reverify the employee’s employment eligibility by requesting the completion of a new Form I-9 based solely on the no-match notice.
  • Follow different procedures for different classes of ­employees based on national origin or citizenship status.
  • Require the employee to produce specific documents to address the no-match.
  • Ask the employee to provide a written report of SSA verification.

Like what you've read? ...Republish it and share great business tips!

Attention: Readers, Publishers, Editors, Bloggers, Media, Webmasters and more...

We believe great content should be read and passed around. After all, knowledge IS power. And good business can become great with the right information at their fingertips. If you'd like to share any of the insightful articles on BusinessManagementDaily.com, you may republish or syndicate it without charge.

The only thing we ask is that you keep the article exactly as it was written and formatted. You also need to include an attribution statement and link to the article.

" This information is proudly provided by Business Management Daily.com: http://www.businessmanagementdaily.com/19234/how-should-we-respond-to-a-no-match-letter "

Leave a Comment