Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
{{clientName}}, we need your {{taxYear}} tax documents by {{deadline}}
It's time to gather your tax documents. Here's exactly what we need and how to send it.
{{daysUntilDeadline}} days until the {{filingDeadline}} tax deadline
The {{filingDeadline}} filing deadline is approaching. Here's where you stand and what to do next.
Your engagement letter is ready for signature — {{firmName}}
Your engagement letter for {{taxYear}} services is ready. Sign it to get started on your taxes.
{{clientName}}, let's plan for year-end before December 31
There's still time to make moves that could lower your tax bill. Let's schedule a quick planning session.
Best Practices
Send document requests in January — don't wait for clients to remember on their own
Include a checklist with specific document names — generic 'send your documents' requests get ignored
Use a secure client portal link for document uploads — never ask clients to email sensitive documents unsecured
Deadline reminders should include the client's current status so they know where they stand
Year-end planning emails should go out in October-November, not December when it's too late
Include your credentials in year-end planning emails — it reinforces the value of professional guidance
Common Mistakes
Sending a single document request and hoping for the best — you need a follow-up sequence
Vague document requests without specific form names (W-2, 1099, etc.)
Deadline reminders without the client's current filing status — they don't know if they need to act
Forgetting to mention the engagement letter must be signed before work can begin
Year-end planning invitations sent too late in December when strategies can no longer be implemented
Not offering a secure upload method for tax documents
Subject Line Examples
Timing & Performance
Personalization Tips
Tax season stress is largely a communication problem. The accounting firms that survive it gracefully are the ones who start early, follow up consistently, and never let clients forget a deadline. These templates automate the repetitive communication that consumes weeks of staff time every year — from the first document request in January to the last deadline reminder in April.
Document collection alone can transform your tax season. Instead of manually emailing each client, sending follow-ups, and tracking who's submitted what, an automated sequence handles the entire process. Each follow-up notes what's still missing, creating a persistent but professional nudge that gets documents in faster.
Year-end planning emails extend your value beyond tax preparation. By proactively reaching out in October-November with specific tax-saving strategies, you position your firm as a strategic advisor, not just a form filler. This drives additional revenue while genuinely helping clients pay less in taxes.
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Frequently Asked Questions
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