Agency and OPM communication log
Keep requests, responses, deadlines, and submission receipts in one reliable record.
Reviewed October 14, 2026 · About 30 minutes to read
Leave with a usable contact log and a clear next action for every open request.
Separate your log from the official record
Your communication log is a personal management tool. It does not prove that a request was received, extend a filing deadline, or replace an official decision. Keep the actual email, letter, portal confirmation, attachment, or receipt behind each entry. A contemporaneous note helps you remember a phone call, but it should be labeled as your note rather than presented as a statement signed by an agency representative.
Keep sensitive identifiers in a secure private file. Do not put a claim number, Social Security number, date of birth, home address, or medical history in a public worksheet or staging-site field. Use a neutral reference in the log and consult the original when an authorized agency channel requires identifying information.
Create the core log
| Field | What to capture |
|---|---|
| Date and channel | When the email, call, letter, or portal action occurred. |
| Office and role | HR benefits office, supervisor, payroll, OPM, or another responsible office. |
| Purpose | One specific request or question. |
| Result | Confirmed information, promised action, or no response. |
| Evidence location | Saved message, attachment, receipt, or dated call note. |
| Next action | Who will do what and when. |
| Status | Open, awaiting response, completed, or needs clarification. |
Use a separate row for each meaningful exchange. When a response completes only part of a request, keep the remaining item open. “HR replied” is less useful than “HR sent SF 3112B; SF 3112D remains pending.”
Send a request that is easy to answer
- Identify the correct office and verify its contact channel through your agency or OPM’s official website.
- State the request in plain language and name the document or action. For example, ask who is responsible for completing the agency portions of SF 3112.
- Provide the context needed for that request through the authorized channel, avoiding unrelated medical detail.
- Ask for the expected next step and whether another office is responsible.
- Save the sent message and attachments, then create a follow-up reminder. A personal reminder is not an official deadline.
Track application movement carefully
Current OPM FERS instructions direct employees to their agency HR office to begin a disability-retirement application through ORA and direct separated applicants to OPM’s ORA process. Verify the current instructions for your situation rather than relying on routing directions printed in an older form. A log can track agency forms, portal submission, requests for additional information, and confirmation that an item was received.
Record official due dates exactly as stated in the notice and keep the notice itself. If instructions are unclear or a deadline is approaching while records are missing, seek prompt clarification from the issuing office and appropriate professional advice. Do not assume a pending request, unanswered email, or telephone assurance changes a deadline.
Work through a fictional example
- After a phone call, write the date, office, questions asked, and your understanding of the answer.
- When useful, send a courteous written follow-up summarizing your understanding and asking the office to correct it.
- Keep emotion and accusations out of the factual log; put personal reflections somewhere separate.
- Do not forward your entire medical file merely to ask for a status update.
Private prompts and closeout
Complete these prompts privately in your downloaded workbook or on paper. Nothing here is submitted or saved.
Official sources and further reading
Reviewed October 14, 2026. Official instructions can change. Older handbook examples should be read alongside current OPM procedures.