Email template
Final document reminder email
The final reminder is not a longer version of the first one. It is the email that states the consequence: the close will be late, the return may be extended or the filing may miss the deadline. It should be short, specific and calm, with a phone number or a time to call.
When to use it
Send this on the due date or one business day after it, after at least one earlier reminder, and before the firm calls the client.
Last reminder: {{open_items}} due {{due_date}}
Hi {{client_name}},
We still need these items for {{period}}:
{{open_items}}
The due date was {{due_date}}. Without them, we cannot finish {{service_name}} on time, and the {{consequence}} may be delayed.
You can finish the checklist here: {{checklist_link}}
If something is making this difficult, reply or call us at {{phone_number}} and we will work through it with you.
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
- State the consequence once, in plain words, without a threat.
- Offer a phone number and a specific time to talk.
- Keep the same link and the same item names as the earlier reminders.
- Record the date of the email before you call, so the history is complete.
Questions about this template
Should the final reminder mention an extension?
If the missing item affects a filing deadline, say that the return may need an extension. Explain that an extension moves the filing date, not the payment date.
What if the client does not respond to the final reminder?
Call the client and document the attempt. If the client still does not respond, follow the engagement letter's process for an unfinished engagement.
Is it appropriate to mention a late fee?
If the engagement letter includes a late-document policy, the reminder can refer to it. Do not introduce a new fee in the final email.
How should the firm keep the tone?
Calm and specific. The client should understand the impact without feeling accused. The goal is to get the documents, not to win the argument.