Guide · Document collection
Document request email templates for bookkeepers
Seven copy-ready messages for asking clients for documents: the first request, two reminders, a final notice, a text message, a thank-you and a request for a new client. Copy them into your email, adjust the wording to your voice and schedule them in advance.
How to use these templates
Send one list.
Every template points back to a single checklist, so the client never has to work out what is still missing.
Keep the due date fixed.
Use the same day each period, so clients learn it.
Schedule the reminders when you send the request.
Use your email's scheduled send, then cancel the reminders when the documents arrive.
Agree the rules first.
Reminders work best when the due date and the late-document rule are already in your engagement letter.
The first request
Subject: Your documents for (month), due (date)
Hi (first name),
To close your books for (month), please send the items below by (date):
- Bank and credit card statements for every account
- Receipts for purchases you'd like us to record
- Any new loan, lease or payroll paperwork
- A note on anything unusual this month
You can reply with photos or PDFs, or upload them to (where you collect documents). If something doesn't apply this month, just let us know.
Thank you, (your name)
A friendly reminder before the due date
Subject: Reminder: documents for (month) due (date)
Hi (first name),
A quick reminder that we need your documents for (month) by (date). Here's what's still missing:
- (missing item)
- (missing item)
If you've already sent them, thank you, and please ignore this note.
(your name)
On the due date
Subject: Today: documents for (month)
Hi (first name),
Today is the due date for your (month) documents. We still need:
- (missing item)
If anything is holding you up, reply and tell us. We can often help you find it.
(your name)
A final notice
Subject: Your (month) close is on hold
Hi (first name),
We haven't received the items below, so we've paused your (month) close:
- (missing item)
As agreed in our engagement letter, we'll restart your books in our next open slot once everything arrives. If you'd like to talk it through, (how to reach you).
(your name)
A text message version
Hi (first name), it's (your name) from (firm). We still need your (missing item) for (month). You can reply here with a photo or upload it to (where you collect documents). Thanks!
Only text clients who have agreed to receive messages from you, and never ask for account numbers or passwords by text.
A thank-you when everything arrives
Subject: Got everything for (month), thank you
Hi (first name),
Thanks for sending everything for (month). We'll have your books closed by (date) and will send your report then.
(your name)
A request for a new client
Subject: Getting started: what we need from you
Hi (first name),
Welcome aboard. To set up your books, please send the following by (date):
- Access to your QuickBooks Online or Xero file (we'll send instructions)
- Statements for every bank, card and loan account since (start date)
- Your last year-end accounts or tax return
- Contact details for your payroll provider, if you have one
After that, we'll send a short list each month with a fixed due date.
(your name)
Common mistakes
Vague requests.
"Please send your documents" leaves the client to guess. Name each account and the period.
Reminders that list everything again.
List only what is still missing.
Sounding annoyed.
Keep every message short and friendly. The schedule does the pushing, not the tone.
Asking for sensitive details by email or text.
Never ask clients to send passwords. Use your software's access invitations instead.
Want the requests and reminders set up for you?
The Automated document requests and reminders Fix Pack sets up one document checklist per client in your software, with automatic reminders until each item arrives.
See what document chasing costs your firm.
The free Snapshot takes about 3 minutes and works from your own answers.