FOR ADMINS AND CLOSERS
Letters
Use your own Word letters, fill them in from any account, and email them as PDFs.
Making a Template
- In Word, write your letter as usual. Where account info goes, type a fill-in spot in double curly brackets, like {{full_name}}, {{address_block}}, {{file_number}}, {{current_balance}} or {{today_long}}.
- Dashboard → Letter templates. Give it a name, pick the Word file (.docx) and click Upload template.
Good to Know
- The full list of fill-in spots is on the Letter templates tab; click one to copy it.
- Make up your own spot, like {{settlement_amount}}, and TraceForge asks for it each time the letter is made.
- Three sample letters are on the tab to start from.
Emailing Letters From Your Own Address
- On Letter templates, fill in your agency name, agency email and office phone.
- Click your email provider (Gmail, Outlook, Hostinger or Yahoo) to fill in the server settings, then enter the mailbox’s username and password. Gmail and Outlook need an app password, not your normal one.
- Click Save, then Send test email to make sure it works.
Good to Know
- Letters are emailed from your agency’s address, never from TraceForge. Every email includes a debt collector notice and a way to opt out (reply STOP).
Sending a Letter
- Open the account and click Letters.
- Pick the letter and fill in any blanks it asks for.
- Click Just download PDF, or tick Email the PDF to the debtor and click Make PDF & email it.
Good to Know
- A note is added to the account every time a letter is made or emailed.
- If the debtor asks not to be emailed, tick Debtor asked not to be emailed. TraceForge won’t email that account again.
Next: Taking a Payment ›Still stuck? Email help@traceforge.solutions.