Email template
Quarterly estimated tax reminder email
An estimated tax payment is easy to miss because it does not arrive with a form or a payroll deduction. This email gives the client the quarter, the amount the firm calculated and the due date, then asks for the payment confirmation so the books and the next estimate stay current.
When to use it
Send this two to three weeks before each federal estimated tax due date, after the amount has been reviewed by the preparer.
Estimated tax payment for {{quarter}} is due {{due_date}}
Hi {{client_name}},
This is a reminder that the {{quarter}} estimated tax payment for {{tax_year}} is due {{due_date}}. The amount we have on file is {{amount}}.
You can pay through IRS Direct Pay or EFTPS, or by check with the payment voucher. If you use a different method, keep the confirmation.
After you pay, please upload the confirmation here: {{checklist_link}}
If your income or expenses changed since the last estimate, reply to this email before you pay so we can review the amount.
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
- Confirm the amount with the preparer before the email goes out.
- Name the quarter and the tax year, not just the date.
- Ask for the confirmation even when the client pays online. The confirmation is the record for the books.
- Send the reminder early enough that the client can review the amount and ask a question.
- Do not promise a penalty outcome. The safe harbor depends on the client's facts and the prior year.
Questions about this template
When should the reminder go out?
Two to three weeks before the due date gives the client time to review the amount and pay. A reminder on the due date is too late for a question.
What if the client cannot pay the full amount?
Ask the client to pay what they can by the due date and contact the firm about the rest. The firm can review the options with the preparer, but the payment date still matters.
Does the firm need the payment confirmation?
Yes. The confirmation shows the date and amount paid, which the bookkeeper needs to record the payment and the preparer needs for the next estimate.
Sources
Checked November 3, 2026. Public pages and tax rules change; confirm them before relying on them.