Private company outreach requests are organized into what Rapid Ratings calls campaigns.
Types of Campaigns:
Standard Campaigns
Automatic Refresh Campaigns
Clients that opted into the Automatic Refresh preference will have all eligible refresh requests automatically launched by Rapid Ratings. These requests are grouped into a separate Automatic Refresh Campaign.
Quarterly Refresh Campaigns
These campaigns are solely designated for clients who require quarterly updates to their counterparties’ FHR scores.
Please Note: The Automatic and Quarterly Refresh Campaign's follow the same setup as the standard campaigns.
Standard Campaign setup involves the following:
Introduction Letter:
The Introduction Letter is sent from the Member Services Associate to the counterparty as a follow-up to the initial communication sent by the client. This email contains important instructions for the counterparty to either create an account or sign in to their existing FHR Exchange account to submit financial statements.
An overarching program contact, such as the Primary User can be copied on the introductory email if desired. This will apply to all initial emails related to new and refresh requests.
The Relationship Manager listed on the request can also be copied, but only on emails specifically related to requests where they are listed as the contact person.
Follow Ups:
If the counterparty has not responded to the introduction letter within four business days, an automated follow-up will be sent. A second follow-up will be sent if there is still no response after the first, with the standard cadence being four business days.
Primary Users can be copied on all follow up emails if desired.
If you are having trouble with responsiveness from counterparties, we recommend enabling this functionality on the second follow-up. This will tell you that the Member Services contact has reached out at least three times without hearing back from the counterparty.
Individual Relationship Managers cannot be copied on automated follow ups.
Please reach out to [email protected] if you'd like a Relationship Manager manual copied on any of the follow up emails.
Note: If your counterparty is unresponsive, you can proactively help avoid an escalation notice by getting involved in the outreach process.
Consider sending a note to your counterparty, encouraging them to respond and/or asking them to check their spam folder in case Rapid Ratings’ emails were mistakenly filtered.
You may also provide additional contact information for our Member Services team to use in follow-up communications.
Taking these steps early can help keep the process on track and minimize delays.
Escalation Notices:
If there are any blockers preventing the completion of the private company outreach, an escalation notice will be sent directly to the Relationship Manager listed on the request. The Primary User can also be copied if needed for awareness.
Reasons for a request being escalated can be found here:
For further information on campaign management/set-up, please reach out to the Client Experience Team: [email protected].