Intelligent correspondence automation for fund administrators  

The challenge: Maintaining exceptional client service standards 

A multi-jurisdictional fund administrator was producing investor statements, contract notes, distribution advices, and regulatory correspondence across multiple funds and dealing frequencies, using mail merges between Excel and Microsoft Word alongside third-party document tools. Puritas moved document generation inside PureFunds, its fund administration and transfer agency platform, so correspondence is produced from the fund register as part of the operational workflow rather than as a separate exercise afterwards. Documents now generate against each fund’s reporting schedule and each investor’s stated delivery preference, and investors, fund managers, and ACDs retrieve current and historical documents from the portal themselves.

Why it mattered: Manual processes limited operational efficiency 

Correspondence had become a process in its own right rather than a by-product of administering the funds. Every document passed through preparation, validation, review, and distribution, and each of those stages needed someone to do it.

Peak reporting periods were the pressure point. The weeks when investors most wanted information were the weeks when the operations team had least capacity to answer them, because several administrators were producing documents instead of servicing investors and handling exceptions.

The gap between a business event and the communication that reported it had also become part of how investors judged the service. A contract note that arrives days after the trade tells the investor something about the administrator, whatever the note says.

The solution: Intelligent document automation 

Puritas transformed the correspondence process by embedding document generation directly within its fund administration & transfer agency platform, PureFunds.

Rather than generating documents through separate manual processes, correspondence is automatically produced from the fund register as part of the operational workflow. A contract note follows trade execution. A distribution advice follows the distribution. Periodic statements follow  each fund’s reporting schedule.

Investor correspondence is automatically delivered according to each investor’s preferred communication method, while every document generated and distributed is recorded within a complete audit trail, providing administrators with full visibility of what was produced, when it was delivered, and through which channel.

Investors, fund managers and ACDs benefit from the same automated approach. Reports can be scheduled to generate automatically and delivered using each organisation’s preferred communication method, including secure email, SFTP or the secure portal no longer need to request historical correspondence from the fund administration team. Statements, contract notes, valuations and other documents are automatically synchronised with the secure investor portal, allowing authorised users to securely access current and historical information whenever required through multi-factor authentication and role-based access controls.

Routine document requests no longer arrive as phone calls or emails because investors, fund administrators and ACDs can retrieve the information themselves through the secure portal.

The outcome: Automated correspondence with complete control 

The transformation replaced a series of disconnected manual activities with a controlled, automated correspondence process embedded within day-to-day fund administration. Documents are generated as part of the operational workflow, reducing the need for manual intervention while ensuring communications are produced consistently and on time.

Administrators no longer need to manually prepare correspondence, validate outputs or coordinate multiple document generation processes before communications can be released. Instead, teams can focus on managing exceptions, supporting investors and meeting service commitments rather than routine document administration.

Every document is generated from the same trusted data held within the fund register, ensuring investor communications remain consistent with the underlying operational records. A complete audit trail records when correspondence was generated, distributed and accessed, providing greater visibility and supporting regulatory oversight.

Statement week stopped being an event. Correspondence became a natural outcome of the administration process rather than a separate operational exercise. Investors receive information faster, historical documents are available on demand through the secure portal, and routine document enquiries no longer consume administrator time.

The firm now operates a controlled correspondence process that delivers accurate communications automatically, reduces manual effort and provides a scalable foundation for supporting growing investor volumes without increasing operational overhead.

” Providing investors with on-demand access to documents and data was only part of the story. The bigger benefit was removing routine administrative effort, allowing teams to focus their time on investor servicing rather than document distribution.” 

Nicole Feighan, Project Manager, Puritas 

Want results like this?

See how Puritas can generate your investor correspondence from the register it already runs on.