Sending Violation Letters
Sending Violation Letters
After posting a violation, the system creates the appropriate violations and letters based on the Paper Source set for the Violation Template (see Setting up Violation Templates).
Violation letters are delivered according to the contact's Essential Communication Preferences.
Letters and emails are generated per contact and mailing address, with linked contacts sharing a single letter and email-preference contacts receiving email delivery automatically.
Generating Violation Letters
After posting a violation job, you can generate and distribute letters to homeowners to notify them of any outstanding violations.
Follow these steps to send violation letters from CINC Core:
In CINC Core, go to the Recent Reports section on the left side of the page and select the appropriate report PDF.
Notes:
The PDF shares the same name as the violation job.
If the PDF didn’t display after clicking Post, click Refresh.
Once the PDF is ready, print and mail the violation letters.
Sending Violation Letters (LetterStream and HOAMailer Clients)
After posting a violation job, you can generate and distribute letters to homeowners to notify them of any outstanding violations.
Follow these steps to send violation letters from CINC Core, if you are using LetterStream or HOAMailers:
In CINC Core, go to Homeowners > Export Print Jobs.
Locate your file in the drop-down list.
Select the checkbox at the top and select Approve.
Note: If you want to remove a letter, click Delete. Using Decline declines the entire print job.
Emailing Violations
Email correspondence provides a quick and convenient way to notify homeowners about their violations.
Follow these steps to send violation emails from CINC Core:
In CINC Core, go to Homeowners > Email Correspondence.
The Email Correspondence page displays. Select the violations email job (with the appropriate date) from the Email Correspondence Job drop-down. You can filter the results by Status or Email Address Status.
Select the checkbox(es) next to the homeowners you want to email. Selecting the checkbox in the top of the column selects / deselects all.
Click Email. The system sends the homeowner an email about their violation.