Letters: supervisor approval and mailing (Desk)
On the Letters tab, Approval & mailing is step 3 Approve and send, under the letter.
- Policy language needs a supervisor. Claimsfy checks the letter as you write it: exclusions ("we do not insure/cover/pay"), policy sections and coverage parts, endorsements, form numbers, conditions such as duties after loss, reservation of rights, cited provisions, and any wording quoted from the claim's policy on Policy & Coverage. It lists what it found. A letter that quotes policy language can't be sent until a supervisor approves that exact version. The server checks this too, so it can't be skipped.
- Send for approval goes to the claim's supervisor (or any supervisor, or one you pick), with an optional note. The letter is locked while it waits; Withdraw to edit unlocks it. Supervisors see Letters to approve at the top of the Queue and get a notification.
- The supervisor approves it, or returns it with an explanation (required when returning). The supervisor reviews exactly the version that was sent. The adjuster is notified either way (in Claimsfy and by email, with the approvals notifications), and the decision and explanation show on the Letters tab, which is flagged until they act. Returned letters also appear at the top of the adjuster's Queue. Changing a letter after it's approved sends it back for approval. A supervisor's own letters are approved under their name.
- Letters with no policy language can be sent without approval.
- Send it three ways:
- Mailing service (Lob): printed, folded and mailed with an address page on top, by USPS First-Class, Certified, or Certified with return receipt, in color or black and white. Enter or confirm the recipient's address (split from the letter's recipient address) and your return address (remembered). Status comes back as it moves: sent to the service, scheduled to print, mailed, in transit, in the local area, out for delivery, delivered, or returned to sender, with the certified tracking number and expected delivery date. Claimsfy checks every 30 minutes (
LOB_POLL_MINUTES), and ↻ Check status checks now. A letter can be canceled before it prints. The adjuster is notified when it's mailed, delivered or returned. NeedsLOB_API_KEYon the server. - Email: the recipient gets a secure link to the PDF; you see when they open it. Needs email delivery set up.
- Mailed by hand: log the carrier (USPS First-Class, Certified, Priority, FedEx, UPS, hand delivered), the date and the tracking number, then mark it delivered or returned.
- Mailing service (Lob): printed, folded and mailed with an address page on top, by USPS First-Class, Certified, or Certified with return receipt, in color or black and white. Enter or confirm the recipient's address (split from the letter's recipient address) and your return address (remembered). Status comes back as it moves: sent to the service, scheduled to print, mailed, in transit, in the local area, out for delivery, delivered, or returned to sender, with the certified tracking number and expected delivery date. Claimsfy checks every 30 minutes (
- Sent letters lists every letter sent on the claim with its status, tracking, who approved it, and the exact PDF that was sent. Each send adds a note to the claim notes and completes a matching Send letter activity.