613A letters must either be emailed or a hard copy mailed to the applicant. The letter verbiage is configured at the Global level; the mail/email settings by state can be configured at the Global, Client, or Client Type level by navigating to the respective 'Compliance Settings.' We’ve created a 613A Queue on the Report Management Tab, where any report that has a discrepancy will appear for you to print a hard copy to mail or email each letter - all at once or individually.

Non-criminal, custom searches and verifications will need to be manually flagged in QA, as the results entry for custom searches does not always utilize the record/no record convention and verifications completed as 'Not Verified' are not always due to a negative discrepancy.

Navigate to System Settings -> 613A Letter to edit the Subject, From email, and the body of the 613A letter:

At the bottom of this page is a list of several placeholders that can be used to automatically plug certain details into the letter upon creation, such as the name of your CRA, the client's name, applicant information, and the current date.

Navigate to the client's account and under the Additional Settings heading, click on Compliance Setting. Change 613A Letters to Yes and check the box for any states where an applicant cannot receive their letter via email, as advised by your legal counsel.

Navigate to Report Finder -> 613A Queue where you will have the option to print and/or email the letters. You will notice some applicants in the list missing the Email option, which indicates their state is currently marked for snail mail only.

Depending on the current list of applicants in your 613A queue, you can choose the Email All and Print All boxes at the top, or select the checkbox for only certain applicants, and scroll to the bottom to click 'Process 613A.'

*NOTE* Applicants will remain in the 613A Queue until their letter has either been emailed, printed, or canceled.

The Report Notes tab records when the applicant's 613A letter was printed, emailed, or canceled:

*NOTE* The 613A letter is only sent once action has been taken from the 613A Queue. Once the letter is either printed to mail a hard copy or emailed to the applicant from the queue, then the applicant will be removed from the queue.