Email template
Tax organizer email
A tax organizer is longer than a monthly checklist, and the client may not know where to start. The email should explain the first step: answer the short questions, then the organizer shows only the documents that apply. It should also give the document deadline and a way to ask for help.
When to use it
Send this when the firm opens tax season for the year, after the organizer has been updated for the current tax year and the client's prior return.
Your {{tax_year}} tax organizer
Hi {{client_name}},
It is time to prepare your {{tax_year}} tax return. The organizer below asks a few questions first, then shows only the documents that apply to you.
{{checklist_link}}
Please send everything by {{due_date}}. You can upload a photo or a PDF of each document, and you can stop and come back later without losing your answers.
If you are not sure whether an item applies, answer the question and add a note. Do not type Social Security numbers or account numbers into an answer; upload the document instead.
If you have a question, reply to this email and we will help.
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
- Name the tax year in the subject line and the first sentence.
- Explain the yes or no questions before the client opens the organizer.
- Put the document deadline in the first paragraph.
- Tell joint filers to include the spouse's documents under the same request.
Questions about this template
What should a client send with a tax organizer?
The organizer asks for the prior-year return, the W-2s and 1099s, the mortgage and property tax statements, the retirement and health coverage forms and the records for any business, rental or investment activity. The client sees only the sections that apply.
When should the organizer go out?
Send it when the firm opens tax season, after the organizer has been updated for the current tax year. Many firms send in waves over the first working days of January.
Should both spouses receive the organizer?
One organizer per joint return is enough. Send it to the email address the couple uses for tax matters, and ask them to answer together.
What if the client cannot find a document?
Ask the client to describe the missing document in the note, with the employer, bank or company that issued it. Many issuers keep copies in an online account.