Email template
Monthly close confirmation email
The close confirmation is the client's proof that the month is done. It should be short: the report, two or three numbers that matter, the open items and the next close date. It is not a second financial statement and it is not a list of every transaction.
When to use it
Send this after the month is reviewed and locked, with the report attached or linked, and before the next close begins.
{{month}} is closed
Hi {{client_name}},
The {{month}} close is finished. The report is here: {{report_link}}
A few numbers to note:
{{highlights}}
Open items for next month: {{open_items}}
The next close is {{next_close_date}}, with records due by {{next_due_date}}.
If you have a question about the report, reply and we will go through it.
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
- Keep it short: the report, two or three numbers and the open items.
- Name the next close date and the records due date.
- Do not call the month closed if an item is still unresolved; call it closed with open items.
- Send the report as a link or an attachment the client can open on a phone.
Questions about this template
What should a monthly close email include?
The report, a few numbers that changed, the open items for next month and the next close date. The client does not need every transaction in the email.
When should the close email go out?
After the review and before the next close begins. The client should have time to ask a question before the next month's work starts.
What if an item is still open?
Close the month with the item listed as open, and say what is missing and who is responsible. A close with an open item is more honest than a close that hides it.
Should the report be attached or linked?
Either is fine if the client can open it on a phone. A link to a secure report is easier to update than an attachment, which can become stale.