7.4.3 Step 2 – Create Credit Control Reminder Letter 2

Once you have listed the cases that require a letter 2, they will be presented in a table:

The column headings are:

On the far left is a Checklist box which you select for all Units shown on the screen or you can scroll down and select relevant Units.

Ref – this is the Block Reference.

Block – this is the Block Name.

Unit – this is the Unit Number/Name.

MT – if the Unit Owner is a member of the Management Team for the Block then MT will be displayed against their name.

Owner – the Unit Owner’s name.

Overdue – this shows the amount that is passed the overdue date(s).

Outstanding – this shows the total amount owing including any amounts that are not yet overdue.

Last Three Receipts - these columns show the amounts and dates of the last three receipts recorded on the system.

There is also a ‘Login’ button which if clicked will open login to the relevant Block for that Unit.

The list can be resorted by column by click on the relevant column heading PLUS there are buttons enabling you to download an ‘Excel’ and/or ‘PDF’ version of the list.

Once you have selected the Units you wish to create second reminder letters against then click on the ‘Produce Letter(s)’ button and the following pop-up screen will be displayed to ask you to confirm you wish to go ahead:

When you click on ‘Yes’ then the system will put those letters into a queue like it does for Letter 1 bulk processing and a message is displayed:

You can click on OK and carry on using the system whilst the letters are produced in the background within a queue. Once the letters have been processed, you will receive a notification on the top right:

The appropriate message is displayed in the notification depending on the completion of the letters. If some fail then we can see how many have failed in here as well. This allows you to resolve the issue and then re-produce those letters. For any further assistance please contact Support@blocksonline.co.uk

Once the letters are produced, the 'Next Action date' is automatically set to 7 days after the day of creation i.e. the system will give the leaseholder 7 days to make payment before taking any further action.
The Case will automatically be updated to the Next Action date and a copy of the reminder letter is stored with the Case.

On some occasions a leaseholder may have made a partial payment towards an outstanding demand. Regardless of this, if the case has a status of ‘Unresolved’ then a second reminder will be generated

See 7.4.4 How to Stop the Automatic Generation of the Second Reminder Letter to learn how to stop the automatic generation of second reminder letters.