DebtRecoup

Email Communication ​

Overview ​

DebtRecoup provides integrated email functionality for communicating with debtors. The system supports templates, tracking, and compliance features to ensure professional and effective communication.

Sending Emails ​

Email Modal ​

Send Email Modal
Click to enlarge - Email composition interface with template selection

To send an email:

  1. Open the account
  2. Click the Email button in the action toolbar
  3. The Send Email modal opens
  4. Select template and recipient
  5. Review and send

Email Components ​

Using Template:

  • Dropdown shows available templates
  • Templates pre-populate content
  • Can be customized per account
  • Maintains compliance language

To Field:

  • Shows available email addresses
  • Select primary or alternate
  • Validates email format
  • Checks opt-out status

On Field:

  • Automatically sets current date
  • Can schedule future sends
  • Tracks send timestamp
  • Used for follow-up

Preview Section:

  • Shows full email content
  • Merges account data
  • Displays as recipient will see
  • Allows final review

Action Buttons ​

Preview:

  • Opens full preview
  • Shows merged content
  • Checks formatting
  • Final review step

Cancel:

  • Closes without sending
  • No changes saved
  • Returns to account
  • No activity logged

Send Now:

  • Sends immediately
  • Logs activity
  • Updates communication tab
  • Confirms delivery

Email Templates ​

Template Management ​

Templates are configured to:

  • Ensure compliance
  • Maintain consistency
  • Include required disclosures
  • Support multiple languages

Template Types ​

Common templates include:

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

Dynamic Fields ​

Templates support merge fields:

  • Debtor name
  • Account number
  • Balance information
  • Payment details
  • Company information
  • Legal disclosures

Email Features ​

Delivery Tracking ​

The system tracks:

  • Send timestamp
  • Delivery status
  • Bounce notifications
  • Open tracking (if enabled)

Compliance Features ​

  • Automatic disclosures
  • Opt-out links
  • Required footers
  • Audit trail

Email History ​

All emails are:

  • Logged in account
  • Viewable in Communication tab
  • Searchable
  • Part of permanent record

Managing Email Addresses ​

Multiple Addresses ​

Accounts may have:

  • Primary email
  • Secondary emails
  • Work email
  • Authorized third party

Email Status ​

Each address shows:

  • Valid/invalid status
  • Bounce history
  • Opt-out status
  • Last successful send

Adding Emails ​

To add new email:

  1. Go to Debtor tab
  2. Click edit on email section
  3. Add new address
  4. Verify format
  5. Save changes

Email Best Practices ​

Timing ​

  • Consider time zones
  • Avoid late hours
  • Respect preferences
  • Schedule appropriately

Content ​

  • Use approved templates
  • Keep professional tone
  • Include account details
  • Provide clear actions

Frequency ​

  • Avoid over-communication
  • Follow contact rules
  • Space appropriately
  • Track responses

Compliance Considerations ​

Required Elements ​

All emails must include:

  • Company identification
  • Account information
  • Disclosure statements
  • Opt-out instructions

Prohibited Content ​

Emails must not:

  • Threaten legal action falsely
  • Misrepresent amount owed
  • Use deceptive subject lines
  • Violate privacy rules

Documentation ​

Every email:

  • Creates permanent record
  • Can be audited
  • Must be accurate
  • Follows retention policy

Email Responses ​

Handling Replies ​

When debtors reply:

  • Check account regularly
  • Log important information
  • Update account notes
  • Take appropriate action

Automatic Responses ​

System may send:

  • Delivery confirmations
  • Out of office notices
  • Bounce notifications
  • Opt-out confirmations

Disputes via Email ​

If dispute received:

  • Log immediately
  • Follow dispute process
  • Send acknowledgment
  • Stop collection if required

Technical Features ​

Email Formatting ​

  • HTML and plain text
  • Mobile responsive
  • Consistent branding
  • Accessible design

Attachments ​

System may support:

  • PDF statements
  • Payment receipts
  • Legal documents
  • Settlement agreements

Integration ​

Email system integrates with:

  • Communication log
  • Activity tracking
  • Compliance monitoring
  • Reporting tools

Troubleshooting ​

Email won't send:

  • Check email address validity
  • Verify not opted out
  • Ensure template selected
  • Check system status

Template not available:

  • Verify permissions
  • Check template status
  • Confirm client configuration
  • Contact administrator

Delivery failures:

  • Review bounce message
  • Update email address
  • Check spam filters
  • Try alternate address

Email Analytics ​

Tracking Metrics ​

Monitor email performance:

  • Delivery rates
  • Open rates (if tracked)
  • Response rates
  • Bounce rates

Effectiveness ​

Measure email success:

  • Payment correlation
  • Response time
  • Contact rate improvement
  • Resolution impact

Advanced Features ​

Bulk Emails ​

For multiple accounts:

  • Use bulk email function
  • Select template
  • Choose recipients
  • Send in batches

Scheduled Sends ​

  • Queue emails for later
  • Set specific send times
  • Batch processing
  • Time zone consideration

Email Campaigns ​

Coordinated communications:

  • Series of emails
  • Timed intervals
  • Conditional sends
  • Response-based flow
  • Communication Tab - View email history
  • Templates - Managing templates
  • Compliance - Email regulations
  • Letters - Physical mail options

DebtRecoup is a product of Global SaaS Group.

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