SSDI and SSI Filing Deadlines: How to Track SSA Notices and Appeals

A Checklist for Applying

• Write down the date you stopped working or reduced work.
• Make a list of medical providers with addresses and phone numbers.
• List medications, diagnoses, and major test dates if you know them.
• Gather basic work history with approximate dates, job titles, and duties.
• Create your disability case calendar and folder.

Appeal Deadlines after a Denial

Disability denials are common. About 70% of initial applications are denied. While this is frustrating, a denial doesn’t close your claim. But you must file for an appeal before the deadline.

The SSA gives you 60 days from the date on the denial notice, plus five business days, to appeal. The SSA presumes you got the notice within the five business days of its date.

If you receive a notice later than five days after its date, document when you got it and keep the envelope. Call the local SSA office and tell them about the late notice (record who you talk to). 

Then, file for appeal as soon as possible. You need good cause to miss an appeal deadline or the SSA dismisses your case.

What to do when you get a denial letter:

1. Open it, find the notice date and note the reason for denial.
2. Write down the next appeal option, such as reconsideration or a hearing request.
3. Mark the due date on your calendar with reminders two weeks, one week, and two days before the deadline.
4. Take a photo or scan of the notice for your disability folder.
5. Decide your next step within 48 hours, even if it’s calling the SSA to discuss next steps.

Deadlines Often Missed

While appeal deadlines are important, deadlines for questionnaires, record requests, and SSA appointments are too. It’s easier to miss these dates because you get them in separate letters, phone calls, and online messages.

Requests for function and work history reports are examples of SSA requests with deadlines. If the SSA orders a medical exam with an outside provider (the CE), you must go to the appointment or reschedule. If you don’t, the SSA may treat the missed appointment as non-cooperation and deny your case.

Deadlines to Watch For

• A form request with a return due date
• A CE appointment on a set date
• Requests for signatures, identity documents, or bank information
• Requests for updated treatment sources or recent tests
• Deadlines for submitting evidence before a hearing (five business days before the hearing date)
• A phone call or message with a dated response time

Put due dates in your calendar, set reminders, and add a row to your master tracker so you don’t miss any of these deadlines.

How to Calculate SSA Due Dates From a Notice

When you follow the same steps every time, it’s easier to meet due dates even when you’re tired, stressed, or in pain.

Step-by-Step Process for Due Dates

Use this process every time you get an SSA notice, form request, or appointment letter.

1. Find the document date, usually at the top of the notice.
2. See what the SSA is asking you to do like return a form, go to an exam, submit documents, or call them.
3. Note the deadline.
4. Mark the due date on your calendar.
5. If the due date lands on a weekend or holiday, mark it a day early.
6. Set your reminders and scan or photograph the notice. Save it in your folder.

Example 1

A letter dated April 3 says you have 60 days to appeal. Because the SSA adds five mailing days, you count 65 days from April 3 and mark June 7 on your calendar. Set reminders for May 24, May 31, and June 5. Plan to file your appeal before June 5 so you’re not rushing at the deadline.

Example 2

A request for a function report is dated August 10 and due August 30. Add “SSA Function Report due August 30” to your calendar and set reminders for August 16, August 23, and August 28. Note, if you return the report by mail, send it earlier than two days before the deadline or it will likely be late. Plan one session to complete the form and another to review and submit it.

Avoiding Common Mistakes

Waiting to open mail, assuming a doctor sent records, and forgetting to save proof of submissions are common mistakes in SSA cases. Using your system helps you avoid these mistakes. 

Not updating your contact information with the SSA when you move can also cause you to miss a deadline if its letters don’t reach you. 

Open mail from the SSA the day it arrives. Take a photo of each notice when you open it. Save proof when you submit forms and documents. Plus, when a provider’s office says it will send records, set a reminder to follow up and confirm it was sent.

The Advocate Tracking System

This simple system helps you or someone helping you stay on track. You can use a phone calendar, a computer calendar, or paper. Just use one dedicated calendar.

It’s also helpful to use an easy naming format for every deadline like:

• SSA form due Aug 30
• SSA appeal request due Jun 2
• CE appointment Sep 14 at 9 a.m.
• Call SSA for status Oct 5

Three Reminders per Deadline

A reminder the day before a due date isn’t helpful. That’s why we recommend setting reminders two weeks before, a week before, and two days before the due date. Adding another reminder the morning of an appointment ensures you don’t miss it.

Reminder examples you can copy and paste:

• Disability case. Two weeks left. Review what’s needed. Schedule time to do it.
• Disability case. One week left. Gather documents and finish the form.
• Disability case. Two days left. Submit and save proof today.
• SSA Appointment today. Bring ID and medication list. Arrive early.

If you are concerned about missing calendar reminders, set alarms or ask someone to remind you. Consider printing a weekly list of reminders every Sunday. Do what works best for you.

The Deadline Tracking Table

Your calendar tells you when something’s due. Your tracker tells you what’s due and if it’s done. You can keep this in notes, a spreadsheet, or on paper. Just update it the same way each time.

Copy the tracking table format below and use simple status labels like: Not started, in progress, submitted, confirmed, and received.