Collection Process Workflow: Tasks and Stage Transitions

Collection Process Workflow: Tasks and Stage Transitions

1. Demand Letter/ Filing

Tasks:

• Monitor communications for responses, settlement offers, or payment.

• Track the response deadline and document any correspondence.

• If the deadline passes without resolution, file the case and monitor for the issuance of the summons.

• Monitor the court system daily to track when the summons is issued.

When to Move to the Next Stage (Attempting Service):

• Trigger: Summons is issued.

• Next Steps: Move to Attempting Service Stage and send the summons and case documents to the process server to begin service attempts.

2. Attempting Service Stage

Tasks:

• Provide the process server with the summons and case documents.

• Verify addresses and update as necessary.

• Monitor process server updates daily to track service attempts.

• Respond to inquiries from the process server, client, or court.

• Obtain affidavits of service or non-service.

When to Move to the Next Stage:

• Successful Service:

  • Trigger: Service is completed successfully, and the affidavit of service is pending from the process server.

  • Next Steps: Move to Service Stage to wait for and file the affidavit.

• Unsuccessful Service:

  • Trigger: Multiple attempts fail, and the process server provides an affidavit of non-service.

  • Next Steps: The paralegal files the affidavit of non-service, and the case moves to Alternative Service Stage.

3. Alternative Service Stage

Tasks:

• Prepare and file a motion for alternative service.

• Monitor the case for updates on whether the motion is granted or denied.

• Execute alternative service methods (e.g., posting or publication) if the motion is granted.

• File proof of alternative service after execution.

When to Move to the Next Stage:

• Trigger: Motion for alternative service is granted, and service is completed.

• Next Steps: File the proof of alternative service and move to Service Stage.

• If Denied:

  • Trigger: Court denies the motion for alternative service.

  • Next Steps: Return to Attempting Service Stage to continue service with updated strategies.

4. Service Stage

Tasks:

• Monitor and file the affidavit of service provided by the process server.

• Verify the trial date and ensure it is accurately reflected on the calendar.

• Remove "tentative" status from the trial date.

• Notify the client of service completion and confirm trial scheduling.

When to Move to the Next Stage (Trial Stage):

• Trigger: Affidavit of service is filed, and the trial date is confirmed.

• Next Steps: Proceed to trial preparation.

5. Trial Stage

Tasks:

• Collect all relevant case documents, including contracts, communications, and evidence.

• Organize and provide documents to the attorney at least one week before trial.

• Confirm the client’s attendance and readiness to testify as a witness.

• Finalize any pre-trial filings, such as exhibits and witness lists.

When to Move to the Next Stage:

• Trigger: Trial concludes, or the opposing party fails to appear/respond.

• Next Steps: If the opposing party defaults, file a motion for default judgment.

6. Default Judgment Stage

Tasks:

• Monitor the status of the motion for default judgment.

• If granted, initiate enforcement actions (e.g., garnishment, liens).

• Provide case status updates to the client.

When to Close the Case:

• Trigger: Default judgment is granted, and enforcement actions are completed.

• Next Steps: Notify the client, provide a final update, and close the case.