Email template
Tax season bulk send email
When a firm sends organizers to hundreds of clients, the email has to work for the client who opens it on a phone and for the staff who will answer the replies. It should name the tax year, give the link, explain the first step and set the document deadline.
When to use it
Send this with the organizer when the firm starts its tax season send waves, a few clients each working day.
Your {{tax_year}} organizer is ready
Hi {{client_name}},
Your {{tax_year}} tax organizer is ready. It 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, and you can stop and come back later without losing your answers.
If an item does not apply, say so in the note. Do not type a Social Security number or account number 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
- Send in waves over the working days the firm chooses, not all on one day.
- Name the tax year and the deadline in the subject line and the first paragraph.
- Use a personal link for each client, not one shared link.
- Tell the client what happens after they submit, such as the review and the return preparation.
Questions about this template
Why send tax organizers in waves?
Sending all at once creates a burst of client questions and uploads in the same week. Sending a few each working day spreads the work and gives the preparers a steady flow.
What should the client do first?
Answer the short yes or no questions at the top of the organizer. The answers decide which document sections the client sees.
What if the client misses the deadline?
Send a reminder before the deadline and follow up after it. If the documents will not arrive in time, discuss an extension and explain that it does not extend the time to pay.
Can the firm send the organizer by text?
Only if the firm has the client's consent and a text channel in place. Otherwise send the link by email and give the client a phone number for questions.