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Overdue notice printing and mailing

by MASTER

Print, address, and send overdue account notices when a billing cycle closes or accounts pass their due date.

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What's inside

Overdue notice printing and mailing

Print, address, and send overdue account notices when a billing cycle closes or accounts pass their due date.

⏱ 30 min ★ Medium
Target

A current exportable list of overdue accounts exists but notices have not been generated, printed, or mailed.

Obstacle

Data fields from the billing export can misalign with the notice template, producing missing names or amounts; postage for envelopes of varying weights is uncertain without weighing.

Expectation

A batch of printed, addressed, postage-affixed overdue notices is ready for postal pickup or drop-off.

Materials
  • • Printer paper — 100 sheets
  • • No. 10 envelopes — 50 envelopes
  • • First-class stamps — 50 stamps
Tools
  • • Computer — 1
  • • Printer — 1
  • • Postage scale — 1
Steps
  1. 01
    Export overdue list from billing system
    Filter accounts past due date and export a CSV containing account name, full mailing address, balance due, and invoice number, then save the file to the local folder.
    ⏱ 5 min
  2. 02
    Generate notice documents
    Run mail-merge or billing software to merge the CSV into the notice template, configure variable fields and language, then export the batch as a single PDF.
    ⏱ 10 min
  3. 03
    Proofread sample notices
    Open the first three generated notices and check recipient name, address, invoice number, and balance; record any template or data errors and fix source CSV or template before printing.
    ⏱ 5 min
  4. 04
    Print and collate notices
    Print the final PDF using correct duplex/single-sided settings, verify print quality, and collate pages into individual recipient sets in outgoing order.
    ⏱ 5 min
  5. 05
    Stuff, weigh and prepare mail
    Insert each collated notice into an envelope, seal and apply return address, weigh a sample envelope to determine postage, affix correct stamps or postage labels, and place envelopes in the outgoing mail bag.
    ⏱ 5 min