CourtPDF

When a public benefits agency denies or reduces assistance, the clock starts immediately on reconsiderations and appeals. A precise log helps you show what notices you received, the documents you sent, and how the agency responded. Use this article to learn what belongs in a denial and appeal log, common pitfalls that trip people up, and how to generate a free PDF timeline you can hand to legal aid or a hearing officer.

What this log is

A public benefits denial & appeal log is a structured record of every event after you receive an adverse action on programs such as SNAP, TANF, Medicaid, CHIP, SSI state supplements, housing vouchers, or general assistance. The log captures notice dates, appeal filings, caseworker contacts, hearings, outcomes, and documents you submitted. Courts and hearing officers often want a clear chronology to confirm you met deadlines, provided verification, and responded to agency requests.

Unlike a general notebook, this log is organized by date and event type so you can quickly point to when you filed an appeal, uploaded pay stubs, or attended a fair hearing. The PDF version keeps the format consistent for attorneys, advocates, or self-represented claimants.

When you need one (with scenario bullets)

You received a SNAP denial letter and have 90 days (or less) to request a fair hearing.
Your Medicaid managed care plan issued a reduction or service denial and you must file an appeal before the effective date.
A TANF caseworker claims missing verification and you need proof of what you already submitted.
You are waiting on an SSI state supplement reconsideration and want a history of contacts and evidence.
Your unemployment or other state benefit appeal requires proof of timely filing and receipt of notices.

What to include (checklist)

Applicant and household information: names, household size, and current mailing address.
Benefit program(s) and case number: SNAP, TANF, Medicaid/CHIP, SSI state supplement, or other programs.
Event date and type: denial notice, reconsideration request, fair hearing scheduled, hearing held, decision received.
Contact: the caseworker, supervisor, appeals unit, or managed care representative you spoke with.
Summary and documents sent: forms, pay stubs, medical records, proof of rent, or ID you submitted.
Outcome and next steps: whether aid continued, was reduced, or stayed pending appeal; deadlines for follow-up evidence.

Step-by-step to generate/use/file it

Open the Public Benefits Denial Appeal Log tool. Enter the applicant name, household members, address, benefit program(s), and case number from your notice.
Add each event in order. Include the date on the notice, who you spoke with, any documents sent, and the outcome or next step. Capture appeal filing dates to prove you met the deadline.
Download the PDF. Save it with your denial letter, fax receipts, portal confirmations, or certified mail slips. Bring the log to hearings so you can reference exact dates.
Update the log after every call, letter, or portal message. Consistent updates are critical if your case is reassigned or if you later request administrative review.

Common errors & how to avoid them

Missing deadlines: always record the mailing date on the notice and the deadline to appeal; submit before the date and log proof.
Incomplete documentation: list exactly what you sent (e.g., three pay stubs, landlord letter) so you can prove compliance.
Not capturing who you spoke with: include names, titles, and phone numbers to escalate if information conflicts.
Forgetting to request aid-continuing: if allowed, note when you asked for benefits to stay active pending appeal.
Using only verbal promises: document every phone call in writing and upload confirmations when possible.

Example scenarios

SNAP household size dispute: You receive a denial because the agency removed a household member. In the log, you enter the denial date, the reason cited, the documents you submitted (birth certificate, lease), and the date you filed a fair hearing request. At the hearing, you can show that you submitted proof before the deadline.

Medicaid service reduction: A managed care plan reduces physical therapy visits. You record the notice date, the phone call with the plan, the appeal filed, and medical records uploaded. If services must continue during the appeal, your log shows when you asked for continuation and whether it was granted.

TANF sanction warning: A caseworker issues a sanction for missing an appointment. Your log records the notice, your call explaining good cause, and the documents you sent (doctor note). When a supervisor reviews the sanction, your PDF shows timely communication.

FAQ

How long should I keep the log? Keep it for at least one year after the final decision or while any overpayment is pending.

Can I use this for multiple programs? Yes. List each program in the header and note which event applies to which program.

What if I miss a deadline? Record the date you discovered the issue and any good-cause reasons you present. Some programs allow late appeals with justification.

Should I attach evidence to the PDF? Keep evidence separately but note in the log what you sent and when. Bring both to the hearing.

Related tools

Disclaimer: This article offers general information about tracking public benefits appeals and is not legal advice. Deadlines and procedures vary by program and state. Consult an attorney or accredited representative for guidance on your specific case.