Email template
Client document request email
This is the first ask, not the reminder. It should tell the client what the firm needs, why it needs it, how to send it and when it is due, without turning into a long email the client saves for later. The secure link does the detail work; the email does the introduction.
When to use it
Send this when the checklist is ready and the firm is starting a collection, such as the monthly close, a tax organizer, onboarding or a year-end 1099 request.
Documents we need for {{period}}
Hi {{client_name}},
We are starting the {{service_name}} for {{period}}. The list below shows what we need from you and the date we need it by.
{{checklist_link}}
The link opens a secure checklist on your phone. You do not need a password or an app. You can answer one item at a time, upload a photo or a file, and come back later without losing your answers.
Please send everything by {{due_date}}. If an item does not apply to you, say so in the note and we will mark it as checked.
If you have a question about an item, reply to this email and we will help.
Thank you, {{firm_name}}
Replace the placeholders in braces with the client's details. Keep the client's tax ID or account number out of the email.
Notes before you send
- Put the due date in the first paragraph, not at the bottom.
- Send one link, not a list of attachments. The link can hold the full checklist and the client's answers.
- Do not ask the client to type a Social Security number, EIN or bank account number in the email. Ask for the document instead.
- Use the client's preferred name and the period they will recognize, such as the month or the tax year.
- If the client has a bookkeeper or office manager, copy that person on the email.
Questions about this template
Should the first email list every document?
No. The email should introduce the request and link to the checklist. The checklist can hold dozens of items without making the email long enough to be saved for later.
Should the email include the due date?
Yes. Put the due date in the first paragraph and again in the checklist. A deadline that only appears in the checklist is easy to miss.
Can the client reply to the email with attachments?
The client can reply, but the firm should ask for the documents through the secure link. Email attachments are harder to track, easier to lose and less secure for sensitive records.
What if the client does not use email?
Ask for the best email address and, if the firm supports it, a phone number. The secure link still needs an email or text message to reach the client.