Report Writing Guidelines

Reports need to be written using complete sentences and proper punctuation and capitalization. Please do not write in all caps (come clients view this as "yelling.") Please limit abbreviations to those that are standardized in the industry:​​​​

  • R/A - Residence Address

  • R/P - Residence Phone

  • Co-x - Cosigner

  • B/A - Business Address

  • B/P - Business Phone

  • POE - Place of Employment

The following are some guidelines for what to include in the field reps comment areas of a report. If you divert from these guidelines for any reason, please explain the reason in the comments. For example, "I did not check with any neighbors per the instructions in the collector comments." 

 

1.  Making Direct Contact (with Debtor or Co-X)

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  • Where you went

  • Who you spoke to

  • Whether you verified R/A for both debtor and co-signer or just one

  • R/P verification and other additional information (if it's disconnected)

  • Cell/other contact numbers and any additional information. 

  • Work number or name of place of business and any other additional information (ie. if they can't get calls at work)

  • Debtor's comments/issues/reason for delinquency

  • Where is the collateral (if not present)

  • Attempt to call via phone 

 

 

Example Report: I went to the R/A and spoke to the debtor. He verified that he lives there, but the co-sign ahs moved to Florida. He gave me his home phone number 968.555.5454, and cell number 968.555.9696, but said it's out of minutes. He works at O'Reilly Auto Parts, 968.555.9785. He said that he's an assistant manager and his hours have been cut because business is slow and fallen behind on his bills. He is looking for more part-time work to supplement his income. He said his daughter had taken the collateral to the store. We called the client and spoke with Bill at Ext. 247

 

2.  Third Party at R/A

 

  • Where you went

  • Who you spoke to 

  • Whether you verified R/A for both debtor and co-signer

  • R/P # (or why you couldn't obtain, ie 3rd party refused or did not know)

  • Cell # (or why you couldn't obtain, ie 3rd party refused or did not know)

  • Work # (or why you couldn't obtain, ie 3rd party refused or did no know)

  • Best time to reach debtor at home (or why you couldn't obtain)

 

Example Report: I went to the R/A and spoke to the debtor's mother. She verified the address is good for both debtor and co-x. She verified the listed number as the home phone number, but she refused to give me the debtor's cell or work numbers. She said the best time to reach them at home is after 7 PM because they work long hours. The debtor works at Red Robin on Dix Toledo and Eureka Road in Detroit. The Co-x works at Barnes and Noble but was not sure which one. 

 

3.  Third Party not at R/A (neighbor, or other)

 

  • Where you went

  • Call R/P, whether you hear ring inside home

  • Who you spoke to or house number of neighbors visited

  • Whether you verified the R/A for both debtor and co-signer

  • Home # (or why you couldn't obtain, ie 3rd party refused or did not know)

  • Cell # (or why you couldn't obtain, ie 3rd party refused or did not know)

  • Work # (or why you couldn't obtain, ie 3rd party refused or did not know)

  • Best time to reach debtor

 

Example Report:  I went to the R/A, but nobody was home. I called the R/P and did not hear it ring inside the home. The neighbors at 3455 and 3457 did not answer. I spoke to the neighbor at 3456 and he verified the debtor and co-x both live at the R/A, but he did not know their contact information. He said he usually sees them home in the mornings before 10 AM. He had no further information. 

 

4.  No Direct Contact

 

  • Where you went

  • Call R/P, whether you heard ring inside home

  • House #'s of neighbors visited

  • Any indications of occupancy?

 

Example Report: I went to the R/A, but nobody answered. I called the R/P and could hear it ringing from the inside. I tried the neighbors at 55 and 56, but they didn't answer. The neighbor at 57 wasn't sure who lived at the R/A. The R/A appeared occupied, as there were shoes on the porch and I could hear a dog barking inside. 

 

5.  Vacancy

 

  • use information from either 3rd Party not at R/A or No Direct Contact, as applicable, plus the following

  • Indicators of vacancy (check utilities)

 

Example Report: I went to the R/A and there as no answer. I called the R/P and did not hear it ring inside. I could see through the front window that there was no furniture in the home. The power and water were off and tagged. The neighbors at 72 and 73 weren't home. The neighbor at 71 said that the R/A had been vacant for over 2 months. He didn't know how used to live there and had no forwarding information. 

 

6.  Bad Attempt Made

 

  • Where you went

  • Why it's bad

  • How you tried to solve or verify it's bad (called client for unit number, but they were closed, called A&B Field Services and they verified bad address)

 

Example Report: I went to the R/A and found that it was an apartment complex, Sun Valley Apartments, 702.555.4623. There was no unit number provided. I called the client, but they were closed for the day. The lady in the leasing office refused any information. 

 

7.  Bad - No Attempt Made

 

  • Why it's bad

  • How you tried to solve or verify it's bad

 

Example Report: The address does not map on Google Maps, Yahoo Maps, or MapQuest. The address is not verified by USPS or Melissa Data. Further information is needed. 

 

 

 

 

 

 

 

 

 

 

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