NextGen Document Automation System

Business Letter Generator Software

Business Letter generation

Customer communications play a key role in shaping the customer experience. A major part of customer communications happens through letters.

Thus the letters must be

  1. Accurate and free of errors
  2. Highly Personalized
  3. Must conform to regulatory compliance, if needed

Manual letter creation wastes productivity. Thus businesses turn to letter generation software. These systems automate the letter generation and delivery.

Let’s explore a few examples of business scenarios for business letters.

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Business scenarios – Letter Generation Software


For some businesses such as insurance and lending, letters are an integral part of business operations.

HR teams create employee documents such as appointment letters, confirmation letters, and increment letters.

For financial institutions, collections play an important role in the cash flow. They use letters for sending reminders, information, notices. Automating this reduces cycle times.

Healthcare providers create a variety of letters from Patient Data.


Problems with Current Letter generation software


These systems auto-fill data into letter templates for generating letters. Most of them are legacy tools.

  1. Often, they are modules in core application suites. Back in the days, they were developed for IT users. Thus even for a small template change, business users need IT intervention
  2. Letter generators are often slow. Also, they're not scalable to produce a large number of letters
  3. With each legacy system having its letter generator, template governance becomes problematic. This happens due to the way technology solutions have been acquired, built and implemented over time
  4. They don’t offer a modern API for integration with other applications. Hence on-demand real-time letter generation is not the forte of the core applications
  5. They are built for printing letters and hence offer only limited customer communication channels

EDocGen letter generator


It's a DIY system built for business users. Letter generation could be either real-time activity (on-demand) or bulk.

  1. In an on-demand generation, a work-flow gets triggered on certain customer/employee actions to create and send letters
  2. In bulk generation, generation and distribution of thousands of letters happen in one-go

Create hyper-personalized letters with the dynamic population of text, table, images, hyperlinks, and lists. Some of the unique features of the letter generator include

  1. Enterprise-wide letter generation platform

  2. It offers one of the best performance metrics in the industry. Generate thousands of Word and PDF letters in a few minutes
  3. Conditional statements, sub-templates and multi-lingual support for region-specific letter generation. You can use a single master template for producing different variants
  4. Supports dynamic population of barcodes, QR codes
  5. Integrate with almost any system through REST API, Zapier and Tray.io integrations

Populate data from databases, applications, XML, Excel, and JSON data to create letters. You can also use the auto-generated fillable form from your template for interactive letter creation.

Distribute generated letters through mail, print, or sync to cloud storage. If your data file has email ids, the system auto-sends generated documents to individual customers as an attachment. Also, there is an option to archive them into DMS.

EDocGen offers a central repository of approved templates. This ensures employees using only the latest

  1. letter templates
  2. approved digital components including paragraphs, logos, sub-templates are used for personalized letter generation

It empowers business users to create/edit templates and generate letters without IT intervention.

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