Email Communication

Overview

DebtRecoup provides integrated email functionality for communicating with debtors using pre-configured templates.

Sending Emails

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 a template
5. Verify the recipient
6. Preview and send

Email Fields

Field	Description
Using Template	Select from available email templates
To	Recipient email address (auto-populated from account)
On	Send date (defaults to today, can schedule for later)

Action Buttons

Button	Description
Preview	View the full email with merged account data
Cancel	Close without sending
Send Now	Send the email immediately
Send Later	Schedule the email for the selected date

Email Templates

Templates are configured in Administration 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

All sent emails are:

• Logged in the account's Communication tab
• Timestamped with send date
• Stored as part of the permanent record

Viewing Email Status

Sent emails appear in the Communication Tab with their status:

• 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