Email template
Sales tax document request email
A sales tax filing is only as good as the sales records behind it. This email asks for the sales by state, the marketplace reports and the exemption certificates, with one due date before the filing deadline.
When to use it
Send this at the start of the sales tax filing period, with enough time to review the records before the state deadline.
Sales tax records for {{period}}
Hi {{client_name}},
We are preparing the {{period}} sales tax return. Please send the records below by {{due_date}}.
{{checklist_link}}
We need the sales by state and jurisdiction, the marketplace reports, and a copy of each exemption or resale certificate used during the period.
If a sale was exempt, please say which certificate supports it. If a marketplace collected the tax, send the marketplace report so we do not report the same sale twice.
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 sales by state, not only the total sales.
- Separate the marketplace sales from the direct sales.
- Ask for the exemption certificates used in the period.
- Set the due date before the state filing deadline, not on it.
Questions about this template
What records does a sales tax filing need?
The sales by state and jurisdiction, the taxable and exempt sales, the marketplace reports and the exemption certificates used during the period. The state return and the payment confirmation are the output.
Do marketplace sales need to be reported?
It depends on whether the marketplace collected and remitted the tax. Send the marketplace report and check which party is responsible before including the sale in the state return.
What if the client does not have an exemption certificate?
The sale should generally be treated as taxable. Ask the client for the certificate before the next sale, but do not treat the past sale as exempt without one.
How early should the client send the records?
Early enough for the firm to review the sales and the certificates before the state deadline. A week before the due date is a practical default.