How many times do you think you type the same email just to a different person? This dawned on me as I was sending an email to a loan officer checking in on the status for underwriting for a loan. I basically type the same email to every loan officer and title company with only a couple variances (closing date and property address). Why not use Merge Codes in Top Producer and build templates???
This has saved me a tremendous amount of time since implimenting and I want to share it with you. Start by creating your own email content in Top Producer.
Step 1: In Top Producer 8i you will have to go into the email library to edit/create your own emails. Once the emails are created - we will use merge codes to fill in the data needed to complete the email with the closing.
Here is what the email above says in case you cannot read it:
Hi ,
I hope you are having a wonderful day! I wanted to check in and see how the file was coming along for . We have the closing date coming up on and I just want to make sure we are on pace.
When you get a moment - please let me know. Thanks in advance!
You can see from the screen shot that I have put in a Merge Code for "Contact.first_name", "Closing.address" and "Closing.closing_date." These merge codes will fill in information for the contact (in this example the loan officer) and the closing address and date. All information will need to be put into Top Producer as a closing to have the merge codes sent out.
Step #2: All parties to the transaction you want to be able to send emails to will need to be associated to the closing. I thought this would be a pain at first but I actually found it to be very useful having loan officers, agents, and title companies for both sides in the database.
Step #3: Send email to all parties. In Top Producer 7i you were able to send out an individual email to any of the parties but for some reason with 8i you have to send to all parties (if anyone else knows a way - please do share). When I send out the email to the group - I just make note of the email addresses I do not want to send to and then delete them from the email. I simply just set a reminder in my Top Producer Closing Plan to contact for example, the loan officer 7 and 14 days prior to closing.
(I blocked out the names and phone numbers of this particular closing)
If you have any additional Top Producer tips, we would love to hear! Please feel free to comment and if you are looking for some more Top Producer tricks and tips you can check out free Practical Top Producer Training Videos.
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