How to hire a correspondence specialist

How to hire a correspondence specialist, step by step

Here's a step-by-step correspondence specialist 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 specialist job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new correspondence specialist
• Step 8: Go through the hiring process checklist

Post a correspondence specialist job for free, promote it for a fee

Post free

1. Identify your hiring needs

   First, determine the employments status of the correspondence specialist you need to hire. Certain correspondence specialist roles might require a full-time employee, whereas others can be done by part-time workers or contractors.

   Determine employee vs contractor status

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

   Yes

   No

   A correspondence specialist's background is also an important factor in determining whether they'll be a good fit for the position. For example, correspondence specialists 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.

   Here's a comparison of correspondence specialist salaries for various roles:

   Type of Correspondence Specialist	Description	Hourly rate
   Correspondence Specialist	Information clerks perform routine clerical duties such as maintaining records, collecting data, and providing information to customers.	$9-25

2. Create an ideal candidate profile

   Common skills:

   • Quality Standards
   • Customer Service
   • Data Entry
   • Medicaid
   • SharePoint
   • HIPAA
   • Customer Complaints
   • Customer Inquiries
   • Email Correspondence
   • EOB
   • Executive Secretariat
   • Federal Regulations
   • Credit Bureaus
   • Insurance Payments

   Check all skills

   Responsibilities:

   • Lead periodic training sessions relate to elements of business documentation via PowerPoint presentations.
   • Support ISO audits for process documentation and software/ literature distribution, managing follow-up corrective action plans as needed.
   • Receive training in FOIA, CRM and Sharepoint.
   • Assist trained and troubleshoot to lower level staff.
   • Use of Internet to research information relate to patient care reports and medicaid denial reasons.
   • Adjust all account to reflect the EOB's in accordance with departmental policy and procedures.

3. Make a budget

   Including a salary range in your correspondence specialist job description is a great way to entice the best and brightest candidates. A correspondence specialist salary can vary based on several factors:

   • Location. For example, correspondence specialists' average salary in florida is 47% less than in district of columbia.
   • Seniority. Entry-level correspondence specialists earn 65% less than senior-level correspondence specialists.
   • Certifications. A correspondence specialist with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a correspondence specialist's salary.

   Average correspondence specialist salary

   $15.80hourly

   $32,859 yearly

   ---

   Entry-level correspondence specialist salary

   $19,000 yearly salary

   Updated December 21, 2025

4. Writing a correspondence specialist job description

   A job description for a correspondence specialist role includes a summary of the job's main responsibilities, required skills, and preferred background experience. Including a salary range can also go a long way in attracting more candidates to apply, and showing the first name of the hiring manager can also make applicants more comfortable. As an example, here's a correspondence specialist job description:

   Correspondence specialist job description example

   About Us:
   
   Selene Holdings, LLC is one of the top residential mortgage companies uniquely positioned to customize loan servicing options for each homeowner. We have separate Title and Diligence businesses that enable us to provide comprehensive services to our partners and customers. Since launching in 2007, we passionately work to provide creative loan resolution strategies designed to preserve homeownership. With the power of Pretium behind us we are positioned for continued expansion and growth. Join us on our mission to transform mortgage servicing and help preserve home ownership throughout the United States.
   
   Position Summary: The Outbound Correspondence Specialist responds to written customer complaints and inquiries by providing written responses that follow established policies and procedures.
   
   Essential Duties and Responsibilities: include the following. Other duties may be assigned.
   
   Conducts general research including, but not limited to, verifying loan data such as payments posted, ARM (Adjustable-Rate Mortgage) adjustments, escrow disbursements, escrow analysis and loan balance information.
   
   Works closely with internal departments to resolve inquiry, dispute, or complaint.
   
   Generates response letters in accordance with RESPA (Real Estate Settlement and Procedures Act) /CFPB (Consumer Financial Protection Bureau).
   
   Utilizes knowledge of mortgage loan documentation and escrow; RESPA and FCRA (Fair Credit Reporting Act).
   
   Categorizes incoming correspondence and follow established assignment / escalations process.
   
   Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The qualified candidate must have:
   
   Excellent attention to detail
   
   Ability to multi-task and consistently meet multiple deadlines
   
   Strong verbal and written communication skills
   
   Ability to work in a team environment
   
   Strong customer-service orientation
   
   Ability to use good judgment
   
   Education/Experience: High school diploma or general education degree (GED) required. No prior experience or training required. One to two years' experience preferred.
   
   Computer Skills: Working knowledge of and experience with Microsoft Office (Word, Excel, and Outlook). Previous experience with MSP, Black Knight/LPS and Fiserv preferred.
   
   Why Selene?
   
   Selene Holdings, LLC is committed to the total wellbeing of its employees and therefore offers one of the best benefits packages available in the industry today, which includes:
   
   Paid Time Off (PTO)
   
   Medical, Dental &Vision
   
   Employee Assistance Program
   
   Flexible Spending Account
   
   Health Savings Account
   
   Paid Holidays
   
   Company paid Life Insurance
   
   Matching 401(k) Plan
   
   The job requirements listed above are representative of the knowledge, skills, and/or abilities required. This job description is not an inclusive list of all duties and responsibilities of this position. Incumbents will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. Selene Holdings, LLC reserves the right to amend and change responsibilities to meet business and organizational needs.

   Copy this example

   

5. Post your job

   There are a few common ways to find correspondence specialists for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

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

6. Interview candidates

   To successfully recruit correspondence specialists, 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.

   It's also good to ask about candidates' unique skills and talents to see if they match your ideal candidate profile. If you think a candidate is good enough for the next step, you can move on to 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 specialist

   Once you have selected a candidate for the correspondence specialist position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   After that, you can create an onboarding schedule for a new correspondence specialist. 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.)

   Sign up to download full list

   Sign up

How much does it cost to hire a correspondence specialist?