Email Communication

Overview

DebtRecoup provides integrated email functionality for communicating with debtors from an account. Email uses the shared Communication Dialog, which also powers SMS and MMS account messages.

Sending Emails

Communication Dialog

Click to enlarge - Email communication dialog with provider and template selection

To send an email:

1. Open the account
2. Click Email in the account toolbar
3. Choose the Provider
4. Set the On date
5. Verify the To email address
6. Select a template from Using Template
7. Click Preview to review the merged message
8. Send immediately or schedule the email

Email Fields

Field	Description
Provider	Email provider used to send the message
On	Send date. Today sends immediately; a future date schedules the email
To	Recipient email address, populated from debtor email records and editable
Using Template	Select from available email templates
Subject	Read-only subject from the selected email template
Body	Read-only email body from the selected email template

Action Buttons

Button	Description
Preview	View the full email with merged account data
Cancel	Close without sending
Send Now	Send immediately when the On date is today
Send Later	Save the communication for scheduled processing
Schedule	Schedule a future-dated communication

Email Templates

Templates are configured under Administration > Communications > Templates > Emails and include:

• Pre-written content for common scenarios
• Merge fields that pull account data
• Required compliance language and disclosures

Common Template Types

• Initial contact
• Payment reminder
• Payment confirmation
• Settlement offer
• Dispute acknowledgment

Merge Fields

Templates automatically insert account data such as:

• Debtor name
• Account number
• Balance information
• Payment details

Email History

Emails are:

• Logged in the account's Communication tab
• Tracked with their scheduled or sent date
• Stored as part of the permanent record

Viewing Email Status

Sent emails appear in the Communication Tab with their status:

• Awaiting Approval - Waiting for approval before scheduling
• Scheduled - Queued for future send
• Sent - Successfully delivered
• Failed - Delivery failed

Best Practices

Content

• Use approved templates to ensure compliance
• Preview emails before sending to verify merged data
• Keep a professional tone

Timing

• Consider debtor time zones
• Use Send Later to schedule appropriately
• Space communications appropriately

Documentation

• Emails automatically create a permanent record
• Reference sent emails in notes when following up

Related Topics

• Sending Emails Workflow - Step-by-step guide
• Communication Tab - View email history
• Email Templates - Template management
• Communication Providers - Provider setup