How to hire a correspondence representative

How to hire a correspondence representative, step by step

Here's a step-by-step correspondence representative hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a correspondence representative job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new correspondence representative
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   Before you start hiring a correspondence representative, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A correspondence representative's background is also an important factor in determining whether they'll be a good fit for the position. For example, correspondence representatives from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   The following list breaks down different types of correspondence representatives and their corresponding salaries.

   Type of Correspondence Representative	Description	Hourly rate
   Correspondence Representative	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$9-31
   Data Entry Representative	Data entry representatives are professionals who are responsible for entering data from different documents into the computer systems for storage, processing, and data management. These representatives must prepare documents for data entry and check the accuracy of the data that has been inputted into the database software... Show more	$12-19
   Customer Support Representative	A customer support representative is responsible for answering calls and correspondence, providing customer assistance in various technical issues, concerns, or difficulties. There are also instances when they must make calls to follow-up on the issues, or even sell products and services... Show more	$13-22

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Entry
   • Outbound Calls
   • Patient Accounts
   • Email Inquiries
   • HIPAA
   • Inbound Calls
   • Problem Accounts
   • Medicaid
   • Computer System
   • CMS
   • Customer Inquiries
   • Insurance Policies
   • Client Inquiries
   • Customer Correspondence

   Check all skills

   Responsibilities:

   • Educate veterans and the college community on veteran's benefits and academic requirements need to accomplish academic goals.
   • Accept and comply with subpoenas.
   • Greet and welcome patients assisting them in obtaining records regulate by HIPAA law.
   • Research loans and produce correspondence for various complaints, disputes, inquiries, and legal requests according to RESPA guidelines.
   • Handle confidential patient information per HIPAA guidelines.
   • Compile and input homeowner s information into SharePoint s correspondence database.

3. Make a budget

   Including a salary range in your correspondence representative job description is one of the best ways to attract top talent. A correspondence representative can vary based on:

   • Location. For example, correspondence representatives' average salary in alaska is 45% less than in delaware.
   • Seniority. Entry-level correspondence representatives 71% less than senior-level correspondence representatives.
   • Certifications. A correspondence representative with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a correspondence representative's salary.

   Average correspondence representative salary

   $36,299yearly

   $17.45 hourly rate

   ---

   Entry-level correspondence representative salary

   $19,000 yearly salary

   Updated December 21, 2025

4. Writing a correspondence representative job description

   A correspondence representative job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a correspondence representative job description:

   Correspondence representative job description example

   **Work onsite position**
   
   **Must be able to work on-site at Boise, ID location**
   
   The Correspondence Representative sorts and distributes incoming correspondence; performs address updates; and scans documents into the document imaging system.
   
   **ESSENTIAL FUNCTIONS**
   
   Knows, understands, incorporates, and demonstrates the Trinity Health Mission, Vision, and Values in behaviors, practices, and decisions.
   
   Collects, organizes and scans patient and insurance correspondence, insurance vouchers and other relevant documentation.
   
   Sorts and date stamps all incoming correspondence (fax, email, postal mail), distributing correspondence to appropriate resources in a timely, accurate manner.
   
   Reviews all returned mail, researching and correcting the information (name and address) in the patient accounting system, as appropriate. Updates the mailing envelope with the correct information and resubmits for mailing.
   
   Assists in large copy and mail productions. Sorts outgoing correspondence to ensure cost effective postage.
   
   May prepare special reports as directed by the Manager to document billing and follow-up services (e.g., Incoming correspondence volume, returned mail status, document imaging status, etc.).
   
   May serve as relief support, if the work schedule or workload demands assistance to departmental personnel. May also be chosen to serve as a resource to train new employees. Cross- training in various functions is expected to assist in the smooth delivery of departmental services.
   
   Other duties as needed and assigned by the manager.
   
   Maintains a working knowledge of applicable Federal, State, and local laws and regulations, Trinity Health's Organizational Integrity Program, Standards of Conduct, as well as other policies and procedures in order to ensure adherence in a manner that reflects honest, ethical, and professional behavior.
   
   **MINIMUM QUALIFICATIONS**
   
   High school diploma or an equivalent combination of education and experience. Data entry skills (50-60 keystrokes per minutes). Past work experience within a hospital or clinic environment, an insurance company, managed care organization or other financial service setting, performing mailroom and document imaging functions is preferred.
   
   Excellent communication (verbal and writing) and organizational abilities. Interpersonal skills are necessary in dealing with internal and external customers. Accuracy, attentiveness to detail and time management skills are required.
   
   To successfully accomplish the essential job functions of this position, the incumbent will be required to work independently, read, write, and operate keyboard and telephone effectively.
   
   Must be comfortable operating in a collaborative, shared leadership environment.
   
   Must possess a personal presence that is characterized by a sense of honesty, integrity, and caring with the ability to inspire and motivate others to promote the philosophy, mission, vision, goals, and values of Trinity Health.
   
   **PHYSICAL AND MENTAL REQUIREMENTS AND WORKING CONDITIONS**
   
   Must be able to set and organize own work priorities, and adapt to them as they change frequently. Must be able to work concurrently on a variety of tasks/projects in an environment that may be stressful with individuals having diverse personalities and work styles. Excellent problem solving skills are essential.
   
   This position requires the ability to comprehend and retain information that can be applied to work procedures to achieve appropriate service delivery.
   
   The greatest challenge in this position is to ensure that mailroom and document imaging activities are performed promptly and in an accurate manner to assist in order to reduce potential financial loss to the patient and the Ministry Organization.
   
   Position operates in an office environment. Work area is well-lit, temperature controlled and free from hazards. The incumbent is subject to eyestrain due to the many hours spent looking at a CRT screen. The noise level is low to moderate.
   
   Completion of regulatory/mandatory certifications and skills validation competencies preferred.
   
   Must possess the ability to comply with Trinity Health policies and procedures.
   
   **Our Commitment to Diversity and Inclusion**
   
   Trinity Health is a family of 115,000 colleagues and nearly 26,000 physicians and clinicians across 25 states. Because we serve diverse populations, our colleagues are trained to recognize the cultural beliefs, values, traditions, language preferences, and health practices of the communities that we serve and to apply that knowledge to produce positive health outcomes. We also recognize that each of us has a different way of thinking and perceiving our world and that these differences often lead to innovative solutions.
   
   Our dedication to diversity includes a unified workforce (through training and education, recruitment, retention, and development), commitment and accountability, communication, community partnerships, and supplier diversity.

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5. Post your job

   To find correspondence representatives for your business, try out a few different recruiting strategies:

   • Consider internal talent. One of the most important talent pools for any company is its current employees.
   • Ask for referrals. Reach out to friends, family members, and your current work to ask if they know any correspondence representatives they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit entry-level correspondence representatives with the right educational background.
   • Social media platforms. LinkedIn, Facebook, and Twitter have more than 3.5 billion users, and they're a great place for company branding and reaching potential job candidates.

   Post your job online:

   • Post your correspondence representative job on Zippia to find and recruit correspondence representative candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit correspondence representatives, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new correspondence representative

   Once you've found the correspondence representative candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new correspondence representative. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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