Member letters drafted in plain language, approved before release
Describe what needs saying and to whom, and the flow drafts the communication from your plan documents and house style, leading with any action the reader must take and by when. Nothing is released until your communications team approves it.
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6 steps in the flowDrag the canvas, or any step, to move it around.
Why teams run it
Every notice to members or employers has to be accurate to the plan, readable by someone who has never opened it, and consistent with the last thing the fund said. Drafting from scratch pulls in a writer, an administrator and a reviewer for each one, and plain language is usually the first thing lost.
How it is governed
- No draft is released until the communications team approves it.
- A rejected draft ends the run and is recorded as not sent.
- It is instructed never to state an amount or date the plan does not give.
- The draft, the approver and the decision are kept in the run history.
- Who runs it
- Member communications managers; Pension administrators; Employer services teams.
- What you supply
- Your plan documents and house style as knowledge sources.
It ships with test questions
- Tell members their annual statement is now available online
- Remind employers when this month’s contributions are due
From template to a live agent
The same builder, tests and release review apply to a template as to anything built from scratch.
- Open it as a working flow
- Every step, source, branch and approval is already in place, and every one of them can be changed before it runs on your data.
- Prove it before it ships
- An evaluation set can gate the release, so a change that breaks an answer never reaches anyone. A question it cannot answer from the sources leaves the gate unproven, not passed.
- Keep a person on the decisions
- A run that needs a decision stops and says exactly what approving will do, and who it is waiting for.
- Publish where people work
- A form, an embedded widget, Microsoft Teams or a scheduled batch — with its own access and limits per deployment.
- What teams usually change
- Load your house style guide and past notices as knowledge sources; Name who approves: the communications team, compliance, or both in turn; Set reading level and length limits in the drafting instructions.
Questions buyers ask
- Does it send the communication?
- No. Approval releases the draft to your team, who send it through your usual email or print process; the template contains no sending step.
- How does it keep communications accurate to the plan?
- It drafts from the plan documents retrieved for the message and names the section behind every rule it mentions. It is instructed never to state a benefit amount, payment date or entitlement the sources do not give.
- Can it write for employers as well as members?
- Yes. You say who the communication is for when you start the run, and the same plan sources and approval apply; the template’s test questions include a reminder to employers about contribution deadlines.
Related templates
All 60 templates- Member 360Everything the fund holds on one member — status, employer, contribution record and any gap in it — read from your administration system rather than recalled by a model.SupportSomeone asks5 steps
- Member service copilotAnswers a member’s question from the plan documents with the section quoted, drafts the reply, and hands anything the documents do not settle to a person.SupportSomeone asks7 stepsa person approvesa recorded run
- Plan document assistantLets staff ask the plan documents, policies and FAQs a question in plain words, and answers with the section it came from.SupportSomeone asks4 stepsa recorded run
- Retirement application reviewReads a retirement application against the plan rules, lists what is missing or inconsistent, and drafts the reply — which a person approves before anything is sent.OperationsA document or recording is attached6 stepsa person approvesa recorded run
See it run on your own data
We open it in the builder, point it at a sample of your documents and systems, and run it with you.