SouthData Mailings
& Homeowner Communication
At SouthData, we know that
homeowner communication
should be simple and
efficient. That’s why we
believe in providing property
management companies and
homeowner associations with
products and services designed
to improve and enhance the
way they communicate with
their homeowners.
In today’s competitive environment, you need every advantage available to provide professional
looking documents in a timely manner. Our level of accuracy and unmatched commitment to
service offers you the ability to manage mailings, control costs, and gain back valuable time and
employee resources.
Discover the ways SouthData can help you achieve your goals for productive and effective
homeowner communication today.
1
The SouthData Difference
Manage Mail Your Way
Create mailings and view proofs online
Compatible with your property management software
Certified Mail online library for proof of signature and delivery
Enjoy updated address files and reduce returned mail
Free your staff from printing, folding, and inserting items into envelopes
2
• Ballots & proxies
• Violation letters
• Disclosure Packets
• Budgets
• Letters
• Calendar Inserts
• Postcards
• Newsletters
• Return Envelopes
• Ballot Envelopes
• Prepaid Postage
• Late Notices
• Announcements
• Lien Notices
• Demand Letters
• Pool & Parking Passes
• Foreclosure Notices
3
NO MORE
MAKING COPIES
OF LETTERS TO
SEND TO YOUR
HOMEOWNERS!
Do More with SouthData
We print and mail:
Reduce overhead
Control costs
Enhance customer service
Gain valuable me
Reduce phone calls
• Colored paper
• Stapling
• Certified Mail
• First Class Mail
• Return envelopes
• Ballot envelopes
• Prepaid postage for return envelopes
4
Mailing Options
Mailings Customized for you:
FIRST CLASS MAIL
IMPORTANT DOCUMENTS ENCLOSED
.75”
.75”
3”
1.6875”
.375”
4.125”
1.75”
9.5”
4.125”
.75”
.75”
0000-ES10P-N SouthData Statement Mailing
Envelope With North Carolina Indicia
PRESORTED
FIRST-CLASS MAIL
US POSTAGE PAID
SDI
MAILED FROM 27030
Sample Ballot
Enclosed
4325BSAM
PRESORTED
FIRST-CLASS MAIL
US POSTAGE PAID
SDI
MAILED FROM 27030
Customized Products Just for You
5
J
ANUARY
S M T W T F S
1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31
F
EBRUARY
S M T W T F S
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
M
ARCH
S M T W T F S
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
A
PRIL
S M T W T F S
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30
M
AY
S M T W T F S
1 2
3 4 5 6 7 8 9
10 11 12 13 14 15 16
17 18 19 20 21 22 23
24 25 26 27 28 29 30
31
J
UNE
S M T W T F S
1 2 3 4 5 6
7 8 9 10 11 12 13
14 15 16 17 18 19 20
21 22 23 24 25 26 27
28 29 30
J
ULY
S M T W T F S
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30 31
A
UGUST
S M T W T F S
1
2 3 4 5 6 7 8
9 10 11 12 13 14 15
16 17 18 19 20 21 22
23 24 25 26 27 28 29
30 31
S
EPTEMBER
S M T W T F S
1 2 3 4 5
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30
O
CTOBER
S M T W T F S
1 2 3
4 5 6 7 8 9 10
11 12 13 14 15 16 17
18 19 20 21 22 23 24
25 26 27 28 29 30 31
N
OVEMBER
S M T W T F S
1 2 3 4 5 6 7
8 9 10 11 12 13 14
15 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30
D
ECEMBER
S M T W T F S
1 2 3 4 5
6 7 8 9 10 11 12
13 14 15 16 17 18 19
20 21 22 23 24 25 26
27 28 29 30 31
2015
1503 NC H
IGHWAY
67 J
ONESVILLE
, NC 28642
336.835.3426
Greenway Covered Bridge
0000DHOA 6/10 PMS 485, K 3.5
Dear Homeowner:
This is a reminder of outstanding payment of your monthly assessments for Eagle’s Glen HOA. The amount due is
listed in the transaction box shown below. In order to avoid legal action the outstanding amount must be remitted to
and arrive at our offi ce within 5 business days.
Please mail to: Alpha Omega Management
215 Grace Street
Mount Airy, NC 27030
If you have questions please contact the offi ces of Alpha Omega Management at 888.555.1212 between the
hours of 9:00 AM to 5:30 PM Monday through Friday.
Please ask for the Accounting Department and note the Reference number in the bright yellow box above.
Date: 6/25/2010
Account: 137-66
Location: Unit 45 C
Reference: SA 5120
A lpha
Omega
M anagEment
Alpha Omega Management
215 Grace Street
Mount Airy, NC 27030
Mr. I. M. Late
1600 Pennsylvania Ave.
Washington, DC 07863
Statement of Account
Date Description Amount
4/15/2010 Association Dues for April $225.00
4/20/2010 Partial Payment Received ($175.00)
4/25/2010 Late Fee for April $25.00
5/15/2010 Association Dues for May $225.00
Balance Due $300.00
Late Notice
PeachTree Homeowners Association
RIGHT MANAGEMENT
1234 Main Street • Mount Airy, NC 27030
(336) 234-5678 • Fax (336) 2345689
P
e
a
c
h
T
r
e
e
H
o
m
e
o
w
n
e
r
s
Association
Bob Smith
201 Technology Lane
Mount Airy, NC 27030
Dear Bob,
It has come to our aƩ enƟ on that your past due amount of $200.00 for January’s assessment is sƟ ll
unpaid. It is important for all of our homeowners in PeachTree AssociaƟ on to pay their dues on Ɵ me to
have a funcƟ oning community.
Late fees are charged according to your associaƟ on’s collecƟ on policy. The following is a list of addiƟ onal
charges to individual homeowners as they occur:
Returned Check Charge $25.00
Insurance LeƩ er $10.00
Pre Lien LeƩ er Fee $60.00+ cost of mailing
Lien Filing Fees $75.00 + legal Fees
Foreclosure Fees $100.00 + legal Fees and trustee fees
If you plan on selling your unit, please have your escrow company request an escrow demand through
PayHere.com. They will be able to request any of the documentaƟ on you need at this Ɵ me. All fees,
other than the excepƟ on of the administraƟ ve/document fees and re nance processing fees, are to be
payable to your associaƟ on.
Please contact John Smith immediately to set up a payment plan for the money owed.
Sincerely,
Richard Sample
PeachTree AssociaƟ on
WELCOME
to the
Neighbhood
Jane Sample
ABC Company
555-555-5555
Smarter MAILING
• Automate homeowner communications
• Enjoy updated address files
• Reduce operating costs and gain valuable time
Simpler MAILING
• Create a variety of mailings from the convenience of your desktop
• Streamline your mailings process
• Choose generic mailings or mailings with variable data
Stronger MAILING
• Make an impression with your homeowners
• Ensure communications stand out and get noticed
• Create professional looking documents in minutes
6
Cheat Sheet:
Creating mailings is simple through SouthData’s online order center!
Order a Generic Mailing
7
1 2
Create a generic letter, log on to the
client site and choose “Order Cert Mail/
Signature Mail.” Then choose “Upload
Your Data and Letters” and select your
data file.
Upload your data file and assign
a data type for each column.
8
3 4 5
Select the name of the
association for your mailing.
Select and upload your letter. Then
choose your letter printing options.
Select your mailing options
and place your order.
Cheat Sheet:
Creating mailings is simple through SouthData’s online order center!
9
Order a Mailing Using a PDF
1 2
Create a series of letters using a PDF,
log on to the client site and choose
“Order Cert Mail/Signature Mail.”
Then select “Upload a PDF.”
Select the PDF located on your computer.
Once it’s uploaded, draw a box around the
name/address location.
10
3 4
Review all names and addresses,
delete or correct names and
addresses, verify page count, and
assign an association name.
Select your mailing options and place
your order.