Decision or delay
- Application copy and submission date.
- Denial, closure, pending-case notice, or proof that no decision was issued.
- Envelope, email headers, portal messages, appointment records, and verification requests.
- Short timeline of contacts and agency responses.
- Current utility bill, shutoff notice, fuel emergency, or other crisis record.
Correct hearing office
- Administering state, territory, tribe, tribal organization, or local agency identified.
- Hearing or appeal instructions obtained from the notice or current program rules.
- Filing deadline and accepted channel recorded.
- Case or application number available without sending unnecessary sensitive data.
Hearing request
- Clear statement requesting a fair administrative hearing.
- Specific denial or failure to act identified.
- Requested review or correction stated without overstating eligibility.
- Representative information included only when authorized.
- Timestamp, receipt, fax report, mailing proof, or portal confirmation saved.
Rules and record
- Current LIHEAP plan, manual, notice, or hearing rule located.
- Written reason for denial requested if it was not provided.
- Case record, calculation, checklist, or policy used by the program requested when the local procedure permits.
- Evidence deadline, hearing format, and exchange method recorded.
Evidence
- Household, residence, income, energy-account, and crisis records relevant to the disputed reason.
- Proof that requested verification was sent or that the program was told why it was unavailable.
- Communications with the intake office, vendor, landlord, or authorized representative.
- Documents ordered by date with a short explanation of what each proves.
- Original records retained unless the hearing office specifically requires them.
Access and participation
- Interpreter requested when needed.
- Disability accommodation requested early.
- Telephone, video, or in-person access tested or confirmed.
- Representative or witness availability confirmed.
- Safe contact information updated with the hearing office.
Energy crisis while pending
- Utility contacted about shutoff date, reconnection, payment plan, and protections.
- Local LIHEAP crisis process requested separately.
- State regulator, consumer office, 211, shelter, cooling center, warming center, or emergency service contacted when appropriate.
- No assumption that the hearing automatically stops a shutoff or reserves funding.
After the hearing
- Written decision and date received saved.
- Any deadline for further administrative or judicial review recorded.
- Corrected application action, vendor information, or additional verification confirmed.
- Utility and crisis contacts updated if the household remains at risk.
Official sources
- 42 U.S.C. 8624(b)(13)
- Office of Community Services — LIHEAP
- State and territory contacts
- Tribal contacts