Objective
To establish a standardized process for managing client communication templates and notifications related to various loan scenarios, ensuring clarity, consistency, and efficiency in client interactions.
Key Steps
Access Communication Templates
Log into the client management system.
Navigate to the 'Communication Templates' section.
Select Template Type
Identify the type of deal for which you need to send an invitation (e.g., purchase deal, refinance deal, or home proceeds estimate).
Choose the appropriate template for the selected deal type.
Customize the Invitation Email
Click on the template you wish to edit.
Personalize the email by inserting the client’s first name at the designated spot.
Review and modify the email content as necessary to reflect your communication style while maintaining the core message.
Note: The subject line is fixed and cannot be modified.
Save Changes
After editing, ensure to save the changes to the template.
Send Invitations
When sending out invitations, ensure each client receives an individual email addressed to them.
Optionally, add personalized messages for individual clients (e.g., referencing previous meetings).
Manage Notifications
When changes are made to a loan scenario, promptly notify the client.
Use the predefined notification templates for:
New loan scenario created
Loan scenario updated
New video notification
Pre-approval letter available
Loan comparison updated
New loan comparison created
Ensure notifications are sent via both email and text message for maximum visibility.
Follow Up
After sending notifications, monitor client responses and be prepared to assist with any questions or further information requests.
Cautionary Notes
Ensure that all client communications are professional and free of errors. Double-check for spelling and grammatical mistakes before sending.
Be aware of the fixed nature of subject lines in email templates; do not attempt to change them as it may cause confusion.
Tips for Efficiency
Utilize the template customization feature to save time on repetitive communications.
Set reminders to notify clients promptly after making changes to their loan scenarios to maintain engagement.
Regularly review and update templates to ensure they reflect current practices and client expectations.
Consider creating a checklist for each step to ensure that no detail is overlooked during the communication process.