Email template
Document request close-out email
A request that ends with silence leaves the client wondering whether the documents arrived. This short email confirms that everything is in, says what happens next and gives the date the client will receive the report.
When to use it
Send this when the last item is accepted, before the close or the return preparation begins.
Everything is in for {{period}}
Hi {{client_name}},
Thank you. Everything we need for {{period}} is in.
We will finish the {{service_name}} and send the report by {{report_date}}. If we find a question while we work, we will send one short note rather than a new checklist.
Thank you for sending the documents on time. It makes the close easier for both of us.
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
- Send it when the last item is accepted, not when the client says they sent it.
- Give the report date.
- Keep it short. This is a confirmation, not a sales email.
- Use the same thread as the request, so the client has the history.
Questions about this template
Why send a close-out email?
It confirms that the documents arrived and tells the client what happens next. It also ends the reminder loop, so the client knows they are not waiting on anything.
What if an item is still missing?
Do not send the close-out email. Send the reminder with the missing item instead.
Should the email include the report?
No. The report comes after the close or the return preparation. This email sets the date for the report.
Can the firm use this for a tax organizer?
Yes. Replace the service name and the report date with the return preparation date or the filing date.