Letters Overview

ACE provides a comprehensive system for creating, managing, and sending account-based letters to consumers and their representatives. This functionality is essential for effective communication, compliance, and account management within your organization.

Key Features

• Letter Profiles: Define unique letter designs, content, and delivery methods. Each letter profile corresponds to a specific type of communication.

• Email Integration: Handle email communications through letter profiles, allowing for consistent messaging across letters and emails.

• Delivery Methods: Choose between sending letters to a letter vendor for printing and mailing or printing in-house (local print).

Sending Letters

Initiating Letters

• Manual Sending: Letters can be manually initiated on individual accounts.

• Automated Workflows: Use action paths and workflows to automate letter sending based on specific triggers or account events.

Delivery Options

• Letter Vendors: Integrate with third-party vendors who handle printing and mailing services.

• Local Printing: Generate and print letters directly within your organization.

Letter Templates

• Creating Templates: Use LibreOffice Writer to design and modify letter templates with dynamic data fields.

• Data Source Configuration: Download and register the ACE Letter Data Source in LibreOffice to access ACE fields.

• Uploading Templates: Upload completed templates to ACE and associate them with the appropriate letter profiles.

Letter Types and Categories

Types

• Debt Letters: Correspondence related to individual debts.

• Bundle Letters: Letters that include information from multiple accounts bundled together.

• Transactional Letters: Communications detailing transactions, payments, or account activities.

• Legal Case Letters: Letters pertaining to legal proceedings or cases.

Categories

• Validation Notice: Initial notices sent to consumers regarding their debts.

• Additional Notice: Follow-up communications after the validation notice.

• Limited Content: Letters containing minimal information to prompt a response without disclosing sensitive details.

• Other Categories: Custom categories like Information, First Party, or Invitation letters.

Automating Letters

• Action Paths: Set up automated sequences that trigger letters based on specific actions or timelines.

• Letter Series: Group multiple letter profiles to send in a predefined sequence automatically.

Managing Letters

• Scheduled Letters: View and manage all letters that are scheduled to be sent from the Workflow menu.

• Restricted Letters: Identify letters that couldn't be sent due to missing information or restrictions, and take corrective action.

• Mail Return Reasons: Track and record reasons why mail was returned to update account information accordingly.

Compliance and Best Practices

• Regulatory Compliance: Ensure all letters meet federal and state regulations. Consult with legal counsel to review communications.

• Firewall Rules: Implement rules to restrict or allow letters based on specific criteria, enhancing compliance and control.

• Data Privacy: Be cautious with sensitive information included in letters to protect consumer privacy.

Additional Features

• Email Profiles: Configure and manage email communications using letter profiles for emails.

• Letter Vendors: Set up vendors within ACE for outsourcing printing and mailing.

• Barcodes and QR Codes: Incorporate barcodes or QR codes in letters for scanning and quick account access.

• Letter Loops: Use loops in templates to include dynamic lists like multiple accounts or transactions.

Getting Started

1. Install LibreOffice: Download and set up LibreOffice Writer for creating and editing letter templates.

2. Configure the Data Source: Download the ACE Letter Data Source and register it in LibreOffice to access dynamic fields.

3. Create Letter Templates: Design templates with placeholders for ACE data, and format them according to your organization's standards.

4. Set Up Letter Profiles: In ACE, create profiles for each unique letter, defining delivery methods, types, categories, and templates.

5. Test Letters: Generate test letters to verify that templates and profiles work correctly before sending them to consumers.

6. Automate Where Possible: Use action paths and letter series to automate the sending process and improve efficiency.

Resources

• Configuring the Letter Data Source: Learn how to set up the data source in LibreOffice.

• Creating Letter Templates: Step-by-step guide on designing templates with dynamic fields.

• Configuring Letter Profiles in ACE: Understand how to create and manage letter profiles in ACE.

• Setting Up Letter Vendors: Learn about the various output formats and vendor integration.

Note:

Always ensure that your communications comply with applicable laws and regulations. Regularly consult with compliance experts or legal counsel to review your letter content and processes.