Email Templates

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Overview

Email Templates provides a centralized management interface for email message templates used throughout the DebtRecoup platform. These templates define the content, subject lines, and formatting of emails sent to debtors through automated workflows and manual communication actions, ensuring consistent and professional messaging across all email communications.

Key Benefits

• Consistent Branding: Maintain professional, branded email communications across your organization with pre-approved templates
• Rich Formatting: Create visually appealing emails using the built-in rich text editor with formatting options
• Compliance Control: Manage approved email content in one location to maintain regulatory compliance
• Dynamic Personalization: Use template variables to automatically insert account-specific information
• Preview Capability: Test templates with real account data before deploying to production
• Efficiency: Reduce time spent composing individual emails by using ready-made templates

Understanding Your Data

Column	Description
Name	A descriptive identifier for the template used when selecting it in workflows and manual actions
Subject	The email subject line that recipients will see in their inbox

Using This Feature

Creating a New Template

1. Click the Add button in the toolbar to open the template creation dialog
2. Enter a descriptive Name for your template that clearly identifies its purpose
3. Enter the Subject line for your email
4. Compose your email content in the Body editor using the rich text formatting toolbar
5. Insert template variables as needed by selecting a variable from the list and clicking the plus button
6. Click Save to add the template to your library

Using the Rich Text Editor

The email body editor provides formatting options to create professional-looking emails:

• Text Styles: Normal text, Heading, and Subheading options
• Formatting: Bold, italic, and underline
• Colors: Text color and background highlight options
• Lists: Ordered (numbered) and bulleted lists
• Media: Insert links and images
• Clean: Remove all formatting from selected text

Inserting Template Variables

Template variables allow you to personalize emails with account-specific data:

1. Position your cursor in the Subject field or Body editor where you want to insert the variable
2. Browse the categorized variable list on the right side of the dialog
3. Use the search filter to quickly find specific variables
4. Select a variable to display it in the variable input field
5. Click the plus button (+) to insert the variable at your cursor position

Variables can be inserted into both the subject line and email body.

Previewing Templates

Before saving, you can preview how your template will look with real account data:

1. Click the Preview button in the dialog footer
2. If no account is selected, you will be prompted to select an account
3. Once an account is selected, the preview will display your template with actual account data
4. Click the file number to change the preview account

Editing Templates

1. Locate the template you want to modify in the list
2. Click the pencil icon in the Actions column
3. Update the template name, subject, or body content as needed
4. Click Save to apply your changes

Deleting Templates

1. Find the template you want to remove
2. Click the trash icon in the Actions column
3. Confirm the deletion when prompted

WARNING

Deleting a template may affect workflows and automation rules that reference it. Review your automation configuration before removing templates.

Template Variables

Use template variables to automatically insert account, debtor, and payment information into your emails. Variables are replaced with actual data when the email is sent.

For a complete list of available variables and usage instructions, see Template Variables.

See the Template Variables reference for the complete list of available variables.

Template Best Practices

• Write clear subject lines: Create subject lines that are informative and encourage recipients to open the email
• Use consistent branding: Maintain professional formatting and tone across all templates
• Include required disclosures: Ensure templates contain any legally required identification, mini-Miranda language, or opt-out information
• Personalize appropriately: Use variables to make emails feel personal while maintaining professionalism
• Test before deploying: Use the preview feature to verify formatting and variable substitution with real account data
• Keep content scannable: Use headings, bullet points, and short paragraphs for better readability
• Include clear calls-to-action: Make it obvious what action you want the recipient to take
• Mobile-friendly design: Keep layouts simple as many recipients read emails on mobile devices
• Review regularly: Periodically audit your template library to remove outdated content and update messaging

Template Categories

Templates are typically organized by purpose:

Initial Contact

• First notice
• Validation letter
• Introduction email
• Welcome message

Payment Communications

• Payment due reminders
• Past due notices
• Payment received confirmations
• Payment plan setup confirmations

Special Situations

• Returned payment notifications
• Broken promise follow-ups
• Account review notices
• Dispute responses

Compliance

• Validation notices
• Cease communication acknowledgments
• Attorney representation notices

Compliance Elements

Important

All templates must include required compliance language based on regulations and client requirements.

Mini-Miranda Language

Templates should include the required Mini-Miranda disclosure:

This is an attempt to collect a debt and any
information obtained will be used for that purpose.

Additional Disclosures

• State-specific language as required
• License numbers where applicable
• Client-specific required disclosures

Troubleshooting

Common Issues

Variables Not Replacing

• Verify the variable name is spelled correctly
• Confirm the data exists for the account
• Test with a sample account using the preview feature
• Review variable syntax (ensure proper formatting)

Formatting Problems

• Test the email in multiple email clients
• Simplify complex HTML if compatibility issues arise
• Use the plain text fallback for maximum compatibility

Delivery Issues

• Review content for spam trigger words
• Keep subject lines professional and clear
• Test with a small group before mass deployment

Related Topics

• Template Variables - Complete list of available merge fields
• Text Templates - Manage SMS message templates
• Document Templates - Configure letter and document templates
• Automation - Set up automated communication workflows