Delinquency Letters

Delinquency Letters are available to all Fund Administrators as a way to create formal letters for each delinquency defined in the Payments Due report. Letters can be printed and mailed or emailed directly from EPRLive to employers.

Creating a Delinquency Letter Template

Templates generally don't need to be updated very often. One delinquency letter template can be created for your organization.

Create your delinquency letter template by navigating to Payments Due option under the Fund Administration menu and clicking Edit Delinquency Letter. Utilize the formatting tools available to include your own language in the body of the template. To finalize, click Save.

Insert a Merge Field. The available tags for populating information from the report into your letter are:

• {{CompanyAddress}}: The address of the employer the letter is being sent to
• {{CompanyName}}: The name of the employer receiving the letter
• {{Payments}}: A formatted table with info from all the selected rows in the report
• {{Total}}: The total of all selected rows
• {{Company Logo}}: Requires that you first upload your logo via Upload Logo button.

Email Delinquency Letters

Before emailing delinquency letters you first need to create your delinquency letter template. You should also know who you wish to send the emails to and who you want to be copied on them.

1. Select Payments Due option under the Fund Administration menu
2. Run Payments Due report and sort/filter as needed
3. Select the delinquent line items you want letters created for by checking the box in the left-most column of the report to select individual line items or check the box in the column header to select all. Note: Selecting multiple boxes for the same employer will be combined into one letter
4. Click Send Delinquency Letter
5. Preview individual delinquency letters. Navigate through them using the Previous and Next buttons or by selecting an individual employer in the dropdown box
6. Define settings that will apply to ALL letters emailed:
   • Select one or more contact options for who the letters will be sent to
   • Update the email subject line (optional)
   • Use the CC option to email copies of the letters to yourself or anyone else in your, or related, organizations
7. Click Send
8. Confirm the number of letters to be emailed and Recipients. Click Confirm to send

Mail Delinquency Letters

The steps for printing versus emailing letters are similar. Instead of clicking Send, click Download PDF when previewing letters. All letters will be downloaded into a single PDF file that you can print and package for mailing.

View Delinquency Letters History

View Comments: For every emailed letter EPRLive sends there is a comment posted to the benefit history. It includes: the date the letter was sent, user who sent the letter, and who it was sent to. The comment does not include a copy of the letter emailed. Comments can be viewed by both the Collecting Agent and Fund Administrator under either the Funding or Fund Administration menus.

CC Yourself to emails: If you wish to save a copy of the delinquency letter, an option is to CC yourself to the emails in the Preview step of sending delinquency letters.

Download PDF: Another way to save a copy of the delinquency letters is to download a PDF copy of the delinquency letters sent and save. Click Download PDF in either the Preview or Confirm Receipts steps.