Email template
Credit card statement request email
A credit card statement shows the charges, but not always the business purpose. This email asks for the full statement for every card and for the receipts behind the larger or unclear charges, using one secure link.
When to use it
Send this during the monthly close or a cleanup when the firm needs card statements and the support for the charges.
Credit card statements for {{period}}
Hi {{client_name}},
We need the statement for each business credit card for {{period}}, including cards used only for occasional expenses.
Please upload the statements here: {{checklist_link}}
The statement should cover the full period and show the closing balance and every transaction. If a card had no activity, tell us in the note instead of sending an empty statement.
For any charge over $75, or any charge that does not clearly show the business purpose, please add the receipt or invoice. A photo or the emailed receipt is fine.
Please send everything by {{due_date}}. If a card was opened or closed during the period, send the partial statement and tell us the date.
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
- List the cards by name and last four digits.
- Ask for receipts only for the charges that need support, not for every coffee.
- Remind the client to mark personal charges so they can be excluded or reimbursed.
- Ask for the statement even when the firm has a card feed. The feed may miss a charge or a credit.
- Do not ask the client to send card numbers in the email.
Questions about this template
Does the firm need every credit card statement?
Yes, for every business card the client uses, including a card used only for travel or subscriptions. A missing card leaves charges out of the books and the expense report.
What if the card statement includes personal charges?
Ask the client to mark the personal charges. The bookkeeper can then exclude them or record them as an owner draw or a receivable from the owner.
Is a receipt required for every charge?
A receipt is generally needed to support the business purpose and the amount, especially for meals, travel and large purchases. A statement line by itself may not be enough.