Email template
Entity document request email
Before a firm can set up the books or prepare a business return, it needs to know what the entity is, who owns it and how it is taxed. This email asks for the formation documents, the EIN letter, the ownership agreement and the state registrations in one request.
When to use it
Send this during business client onboarding, an entity change, an S corporation election or the first business tax return.
Entity documents for {{client_name}}
Hi {{client_name}},
To set up the {{service_name}}, we need the documents that show how {{business_name}} is formed, owned and taxed.
Please upload them here: {{checklist_link}}
The list includes the formation document filed with the state, the operating agreement or bylaws, the IRS EIN letter, any S corporation election, the state tax registrations and the documents for any ownership change.
Please send the documents by {{due_date}}. If a document does not exist, say so in the note and we will tell you what to request.
Do not type an EIN or a Social Security number in the email. The EIN letter or the formation document is the record we need.
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
- Ask for the EIN letter, not the number typed in an email.
- Ask for the operating agreement or bylaws, even when the client thinks the formation document is enough.
- If the client changed ownership, ask for the amendment and the updated agreement.
- Ask for state tax registrations separately from the formation document.
- If the client is an S corporation, ask for the accepted Form 2553.
Questions about this template
Why does the firm need the operating agreement?
The operating agreement shows the ownership percentages, the profit and loss allocation and the management structure. The formation document alone does not show those terms.
What if the client cannot find the EIN letter?
The client can request a copy from the IRS. A copy of the letter is better than a number typed into an email because it shows the legal name and the entity type.
Does the firm need the state registrations?
Yes, when the client does business or hires in a state. The registrations show the sales tax, withholding and unemployment accounts the client already has.