Correspondence

Requests to banks and insurers: four methods

There are four ways to reach an institution: email, postal mail, an online form and the phone. Regorus handles all four, including the ones that need a human.

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4 sending methods: email, post, online form, phone. We take care of all four
Your mailbox: letters leave from your usual address, and replies come back to it
Custom follow-up delays: you set how long an unanswered request waits before it is chased

How it works

01The most effective sending method is detected automatically
02We carry out the legwork for you: calls, online forms
03Replies attach themselves to the right dossier, with no manual sorting

Four ways to reach an institution, and we handle all four

Some pension funds accept nothing but their online form. La Banque Postale handles estates by post only. Some mutual insurers answer the phone and never write. Automating email therefore solves only part of the work.

Regorus handles all four methods. Email and postal mail go out automatically. The online form and the phone call are done by our team, on your behalf, and you find the result in the dossier.

In a practice today

Around fifty letters per dossier, tracked from memory or in a spreadsheet.
Online forms filled in by hand, one tab at a time.
Hours on the phone, with answers noted on a scrap of paper.
Incoming replies to sort and file one by one.

With Regorus

One tracking table, with the real state of every request.
Online forms filled in by our team.
Calls made by our team, with the write-up recorded in the dossier.
Replies attached automatically to the right dossier.

We call institutions and fill in their forms for you

You send the request from the dossier, stating what you need to obtain. Our team calls the institution, or fills in its online form, then writes into the dossier what it obtained.

That write-up is mandatory: a call cannot be marked successful without it. The reason is simple: an institution reached by phone will never write to you, so if nobody records its answer, the call brought nothing to the dossier.

Our commitments on your data

What if the institution answers?: The request moves to « answered », the follow-up stops, and what the institution said is written into the dossier.
And if it does not?: We call back as many times as it takes. If the institution stays unreachable that way, we propose another method, post or the online form. The request stays visible in your tracker until it succeeds: it is never quietly closed.

See this in action on a real dossier, in 20 minutes

Your letters leave from your Outlook mailbox

Regorus connects to the practice's Microsoft 365 mailbox. Letters then leave from your usual address, appear in your sent items, and replies come back and file themselves into the right dossier.

Your existing letter templates can be imported, and stay editable. Dossier data is inserted from a menu, and some paragraphs appear only in the cases they concern.

Your templates replace ours, letter type by letter type.

A letter stays editable until it is sent, and sending validates what was proposed.

Access to your mailbox can be revoked at any time from your Microsoft account.

Without a connected mailbox, sending goes through our own service: nothing breaks, the address changes.

Microsoft 365 connection, for Outlook and Exchange

Request for account balance

26 variables

We hereby notify you of the death of Deceased, which occurred on Date of death.

Please send the account balances to Practice, in charge of settling the estate.

Added only if there is property

The estate includes property. Please state whether a loan is outstanding and the remaining capital.

Your own templates can be imported and replace ours, letter type by letter type.

You set how long a request waits before it is chased

A bank answers in a fortnight, a pension fund in three weeks, the land registry in six. A single delay would produce two errors at once: chasing an administration that is working normally, and letting a late bank sleep.

Regorus therefore proposes a delay per type of institution, drawn from one practice's experience, and you change it if yours differs. Past that delay the request shows as due for follow-up, and the follow-up is drafted for you.

A reply received stops the follow-up on its own

Type of institution	Proposed delay
Bank	14 days
Life insurer, mutual insurer, pension fund	21 days
Building manager, energy, telecoms	14 days
Land registry	42 days
…	…

A directory of estate departments, built into the product

Regorus carries the contact details of the estate departments of more than two hundred institutions: banks, insurers, pension funds, mutual insurers, energy, telecoms. For mutual networks it knows the regional variants, because one regional bank does not share a department with another.

Each row shows when it was last checked. We do our best to keep it current, and that date tells you which one deserves a look before you send. An institution changes department or address without telling anyone: better that it shows.

The sending method is proposed automatically, based on what the institution accepts.

You can impose another method, on one dossier or for all the next ones.

When you correct a recipient, Regorus offers to remember the correction for your practice.

Your practice's corrections take precedence over the general directory

Getting started

01You connect the practice's mailbox, or let sending go through usthe practice, once
02You import your letter templates, if you have anythe practice, once
03The relevant institutions are identified from the dossier's documentsRegorus
04The letter is drafted, and you decide to send itthe practice

The first two steps are optional: without them, sending goes through our service and our templates apply. Sending itself always stays your decision.

From a practice

Valentine Rebufat, trainee notary, Athena Notaires — Valentine Rebufat
Trainee notary · Athena Notaires, Marseille

Frequently asked

Who fills in the forms and makes the calls?

Our team, on the practice's behalf. You send the request from the dossier stating what you need to obtain, and you find either the form acknowledgement or the call write-up back in the dossier.

What happens if an institution never answers?

We call back as many times as it takes. If it stays unreachable by phone, we propose another method, post or the online form. The request stays visible in your tracker until it succeeds: it is never quietly closed.

Do emails leave from our address or yours?

From yours, as soon as the practice's mailbox is connected to Microsoft 365: the message appears in your sent items and replies come back into the dossier. Without a connection, sending goes through our own service.

Can we keep our own letter templates?

Yes. You import them and they replace ours, letter type by letter type. They can carry dossier data through a variable menu, and paragraphs that appear only in certain cases, for instance where there is property or more than one heir.

Is your directory of institutions reliable?

Each row shows its last verification date, and we do our best to keep it current. An institution can change address without warning: the date tells you which one to check before sending, and your own corrections then take precedence over the general directory.

The legwork nobody wants to do, we do.

Calling an institution that only answers by phone, filling in a twenty-field online form: our team does it on your behalf, and you find the write-up in the dossier. You keep the decision to send.

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