Email template
Monthly close request email
The monthly close email should look the same every month. The client recognizes it, knows what to send and knows the date. The email does not need to list every item; the checklist does. It needs to name the month, the due date and the few records that most often delay the close.
When to use it
Send this on the same day each month, as soon as the prior month ends, with the client's due date and the secure checklist link.
{{month}} close: documents by {{due_date}}
Hi {{client_name}},
It is time to close {{month}}. Please send the records below by {{due_date}} so we can finish the books and send your report.
{{checklist_link}}
The checklist covers the bank and card statements, the payroll register, the sales reports behind the deposits and the receipts over {{receipt_threshold}}.
If an account had no activity or an item does not apply, say so in the note and we will mark it checked.
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 on the same day every month, so the client learns the rhythm.
- Name the month and the due date in the subject line.
- Mention the receipt threshold, so the client knows which receipts to send.
- If the client has a bookkeeper or office manager, send it to that person too.
Questions about this template
When should the monthly close email go out?
Send it when the prior month ends or at the start of the next month. The client needs time to download the statements, and the firm needs time to close.
What should the email include?
The month, the due date, the secure link, the few records that most often delay the close and the receipt threshold. The checklist holds the full list.
What if the client had no activity?
Ask the client to say so in the checklist note. A statement for an account with no activity still shows the balance, so it is worth requesting when the bank issues one.
Should the firm send a separate email for a missing item?
Use the reminder template for missing items. The monthly email introduces the close; the reminder names what is still open.