English office words from the United States, explained
The words you see in official letters in the United States, in plain English.
- A-Number
- Your immigration file number (Alien Registration Number). It starts with A, followed by up to 9 digits.
- adjustment
- A change to your account, for example to your tax, refund or benefit amount.
- appeal
- A formal request to change a decision. It must reach them by the deadline.
- audit
- A check of your tax return. They may ask for receipts and other proof.
- balance due
- The amount you still owe.
- biometrics
- Your fingerprints, photo and signature, taken at an appointment.
- certified mail
- Mail with proof that you sent it and that it was delivered. Good for important replies.
- citation
- A ticket. An official notice that you broke a rule, for example a parking or traffic rule.
- Collection Due Process
- Your right to a hearing with the IRS Independent Office of Appeals about a levy or lien.
- complaint
- In court papers: the document that starts a lawsuit and says what the other side wants.
- debt validation
- Information a debt collector must give you about a debt, and your right to dispute it.
- deductible
- In health insurance: what you pay each year before the insurer starts to pay. In tax letters: an amount you can subtract from your income.
- default judgment
- A court decision against you because you didn’t answer or didn’t come to court.
- EIN
- Employer Identification Number. A tax number for businesses and employers.
- EOB
- Explanation of Benefits. A statement from your health insurer about what it paid. It is not a bill.
- eviction
- The legal process a landlord must use to make a tenant leave.
- fair hearing
- A hearing to appeal a decision about benefits like Medicaid or SNAP.
- garnishment
- Money taken straight from your pay or bank account to pay a debt. Private creditors usually need a court judgment first.
- green card
- Permanent resident card. Proof that you can live and work in the US permanently.
- hearing
- A meeting, in person, by phone or by video, where a judge or officer listens to both sides.
- installment agreement
- A deal to pay a debt in monthly parts. Also called a payment plan.
- interest
- Extra money charged on an unpaid amount, usually every day until you pay.
- ITIN
- Individual Taxpayer Identification Number. A tax number from the IRS for people who can’t get an SSN.
- jury duty
- Serving as a juror in a court case. Courts pick people at random, often from lists of drivers and voters.
- lease
- Your rental contract.
- levy
- Taking money or property by force to pay a debt, for example from your bank account or wages.
- lien
- A legal claim on your property, like a house or car, until a debt is paid.
- Medicaid
- Free or low-cost health coverage from your state for people with low income.
- NOID
- Notice of Intent to Deny. USCIS plans to say no unless your answer changes their mind.
- notice
- An official letter. The date printed on it often starts the deadline.
- Notice of Deficiency
- IRS letter that says you owe more tax. It gives you the right to challenge it in Tax Court.
- overpayment
- Money paid to you by mistake that they want back. In IRS letters, it can also mean you paid too much tax.
- penalty
- Extra charge for paying or filing late, or for a mistake.
- receipt notice
- A letter (Form I-797C) that confirms USCIS got your application. It shows your receipt number.
- reconsideration
- A new review of a decision by the same office. Often the first step of an appeal.
- refund offset
- Your refund was used to pay a debt you owe, for example back taxes, child support or a student loan.
- RFE
- Request for Evidence. USCIS needs more proof before it decides your case.
- security deposit
- Money you paid when you moved in. The landlord must return it, minus allowed costs, within a time set by state law.
- small claims
- A simple court for smaller money disputes. People often go without a lawyer.
- SNAP
- Supplemental Nutrition Assistance Program. Monthly money for food on an EBT card.
- SSN
- Social Security number. Your 9-digit number for work, taxes and benefits.
- statute of limitations
- The time limit for suing over a debt. It differs by state and by type of debt.
- summons
- An official paper that orders you to answer a lawsuit or come to court.
- Taxpayer Advocate Service
- An independent office inside the IRS. It helps for free when a tax problem causes you hardship or isn’t solved the normal way.
- unemployment benefits
- Payments from your state for a while after you lose a job through no fault of your own.
- utility shutoff
- When a utility company cuts your power, gas or water for unpaid bills.
- waiver
- A request to cancel a debt or set aside a rule in your case, for example an overpayment you can’t pay back.
- work permit (EAD)
- Employment Authorization Document. A card that shows you may work in the US for a set time.