Settings
Email Templates and Tokens
Create or import email templates and personalise messages using client, company and date tokens, with automatic headers and footers.
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
Accounting firms send the same types of email hundreds of times a year: information requests, confirmation statement reminders, welcome emails, monthly updates. Remindoo's email template library stores them centrally, each with a subject, an email category (Leads, Proposals or Clients), last updated date and person, and status.
Tokens do the personalisation. Insert ::Client Name::, ::Company Name::, ::Client Type::, ::Address:: or date tokens such as the next confirmation statement date, and Remindoo fills them in for each client. A confirmation statement template, for example, can name the company, state the period end and the due date, and explain what a confirmation statement is, all without anyone typing it out. The token list is searchable, with a copy button beside each token.
Because the header and footer are added automatically from Global Settings, templates stay clean and on-brand; the editor even reminds you not to add a logo or signature in the body. You can attach files, set the template active or inactive, and pick its category.
Consistent templates protect the firm's tone and accuracy, reduce staff time spent writing routine emails and make deadline reminders more effective. They are also what automations use when they send an email.
Template library
Templates by subject, category (Leads, Proposals, Clients), last updated and status; create or import.
What you can see
- Create Email Template and Import Email Templates
- Columns: Subject, Email Category, Last Updated At, Last Updated Person, Status, Actions
- Subjects using tokens such as ::Company Name:: and ::Next CS Date::
- Categories Leads, Proposals and Clients
- Edit and delete actions; Search for Email Template
Why it matters: One shared library keeps client emails consistent and shows who changed each template and when.
Tokens personalise every email
Insert tokens like ::Client Name::, ::Company Name:: and confirmation statement dates from the searchable token list. Header and footer are added automatically.
What you can see
- Note: header and footer are added automatically
- Template Name, Subject, status and Email Category
- Search adjustable tokens list: ::Client Name::, ::Client Type::, ::Company Name::, ::Address:: with copy buttons
- Body editor with font, size and formatting
- Attach files and a reminder not to add logo or signature
- Delete, Cancel and Update
Why it matters: Tokens personalise every email automatically, saving time and avoiding copy-and-paste mistakes.
Frequently asked questions
Can I control what each employee sees?
Yes. Roles set permissions per module (e.g. create/import clients, delete clients, view fee and hour aggregates) and whether a user sees All clients and tasks or Allocated Only.
Can Remindoo connect to HMRC?
Yes. Add HMRC agent authorisation accounts (including XML) and Tax Liability Agents for VAT, PAYE, SATR and CT600.
Can I enforce MFA?
Yes. Make multi-factor authentication mandatory for all employees.
Can staff connect an AI assistant like Claude or ChatGPT?
Yes, through MCP Access, which an admin can switch off for the whole practice and review per employee.
What are tokens in Remindoo email templates?
Placeholders such as ::Client Name:: or ::Company Name:: that are replaced with each client's details when the email is sent.
Do I need to add my logo to each template?
No. The header and footer from Global Settings are added automatically.
Continue the Settings guide
See settings in Remindoo
Book a Demo to explore your firm's own process.
Book a personalised demonstration based on your firm’s own process.
Why consistent client communication matters
Much of an accountant's week goes on chasing records and answering the same questions. Standard messages and timely reminders cut that chasing down.
Records arrive sooner
Reminders sent well before a deadline give clients time to send what you need.
Professional and consistent
Templates keep tone, content and deadlines accurate, whoever sends the email.
Less manual work
Tokens merge client details into messages, so one template works for every client.
A clear audit trail
Sent messages recorded on the client timeline show what was asked for and when.
Practical tips from UK practice
- Send the first records request at least six weeks before the internal deadline.
- Keep reminder emails short, with one clear action and a date.
- Review templates each tax year so dates and rules stay current.
- Use bulk emails for practice-wide updates such as new rules or office closures.
Related Remindoo features
Written and reviewed by Annie, Product Lead at Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
