Email template
Document reminder email
A reminder works when it names the items still open and the date they are needed. A reminder that resends the whole checklist makes the client start over. This template is for the first follow-up, before the due date, and it assumes the client already has the original link.
When to use it
Send this three to five days before the due date, or when the client has completed some items but not all of them.
Reminder: {{open_items}} for {{period}}
Hi {{client_name}},
We are still waiting on a few items for {{period}}:
{{open_items}}
You can finish them here: {{checklist_link}}
The due date is {{due_date}}. If you have already sent these, reply and let us know and we will check.
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
- Name the open items in the subject line or the first sentence.
- Send the same link as the original request, not a new one.
- Do not resend the full checklist; the client already has it.
- Keep the tone matter-of-fact. The client is not in trouble.
Questions about this template
When should the first reminder go out?
Three to five days before the due date is a good default. It gives the client time to act without making the reminder feel late.
Should the reminder include the whole checklist?
No. Name the items still open and link to the same checklist. A full resend makes the client scroll through work they have already done.
What if the client says they already sent the item?
Check the request before replying, and tell the client what you see. If the file arrived in an email instead of the checklist, move it into the secure record and mark the item complete.
How many reminders should a firm send?
Two or three on a schedule, then a phone call. The reminders should stop when the client finishes.