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Client reminders
Self Assessment Reminder Email Template for Clients
The emails that get clients to send their records before January, not during it.
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
A Self Assessment reminder email prompts a client to send the information needed for their tax return well before the 31 January deadline. The best approach uses a short sequence of emails, starting months ahead, with tone and urgency increasing as the date gets closer.
What is a Self Assessment reminder email and why does it matter?
It's a scheduled email that asks a client for the records and information needed to complete their return, sent well ahead of 31 January rather than as a single request close to the deadline.
Self Assessment is the one deadline almost every practice with individual clients shares, which means it's also the one that most exposes weak reminder processes. A single email in December, with no follow-up, reliably produces a January full of chasing.
A short sequence, sent from October onward, spreads that chasing across months instead of days and gives slow clients enough time to actually respond before the deadline becomes a crisis for them and for the practice.
Why weak Self Assessment reminders cost UK practices clients
A client of ours ignored two informal reminders and then sent their records on 28 January. We filed on time, but only because the team dropped everything else that week to do it. The client thought this was normal service. It happened again the following year, and by year three we'd had enough and asked them to find another adviser.
The problem wasn't the client being difficult. It was that our reminders were too soft and too infrequent to create any real urgency until it was almost too late, so the client had no reason to treat October or November as the time to act.
Once we moved to a proper sequence, starting in early October with increasing directness by January, the same type of client started sending records in November instead of January, without a single difficult conversation.
- Single soft reminder sent in December
- Client has no urgency to respond
- Records arrive in the final week of January
- Practice drops other work to file on time
- Rushed return increases error risk
- Leak: Client either leaves or repeats the pattern next year
Signs you have this problem
- Reminders start in December rather than October
- The same wording is used regardless of how close the deadline is
- There's no record of who has been reminded and how many times
- A handful of clients always send records in the last week of January
- Staff describe January as firefighting rather than filing
- Reminders are personally typed each time rather than templated
How to run a Self Assessment reminder sequence: step by step
- 1
List all Self Assessment clients
Confirm who needs a return this year and note anything unusual, such as new income sources.
- 2
Schedule the first reminder for early October
Ask for records with plenty of runway, before any seasonal pressure builds.
- 3
Send a second, firmer reminder in December
Reference the deadline directly and ask for a response date if records aren't ready.
- 4
Send a final reminder in the first week of January
Make clear what happens if records don't arrive in time, including possible penalties.
- 5
Escalate to a phone call for non-responders
Move from email to a direct call for anyone who hasn't responded by mid-January.
- 6
Record who has sent records and who hasn't
Keep this visible so nobody is chased twice, or missed entirely.
Self Assessment reminder email (three-stage sequence)
Adjust dates and tone for each stage; keep the ask specific so the client knows exactly what to send.
Copy and adapt
Stage 1 (early October) Subject: Getting a head start on your tax return Hi [Client name], It's that time of year again — we'd like to make a start on your [tax year] Self Assessment return well ahead of the 31 January deadline. Could you send over: [list of items, e.g. bank interest, dividend vouchers, rental income summary]? The earlier we receive these, the more time we have to review everything properly and flag anything worth discussing. Stage 2 (early December) Subject: A reminder on your tax return records Hi [Client name], Just a follow-up on our October email — we haven't yet received your records for the [tax year] return. The 31 January deadline is approaching and we'd like to avoid a last-minute rush. Could you let us know when we can expect these, or send them over directly? Stage 3 (early January) Subject: Action needed: your tax return deadline is close Hi [Client name], We still need your records to complete your Self Assessment return before 31 January. Filing after this date can mean an automatic penalty from HMRC. Please send everything over as soon as possible, or call us so we can discuss next steps.
How Remindoo automates the Self Assessment reminder cycle
Recurring tasks and automated reminders let a practice set the whole Self Assessment sequence up once, then have it apply to every relevant client automatically each year, rather than someone remembering to send each stage manually. Email templates and tokens mean each reminder is personalised with the client's name and deadline without retyping anything, and bulk client emails let a filtered list, such as everyone who hasn't yet submitted records, be reminded in one action. The client timeline shows exactly who has been sent which stage of the sequence and who has responded, so staff aren't guessing who still needs a call. Trigger dates keep the whole sequence tied to 31 January rather than a fixed date that might drift year to year.
Automated reminders
Timely prompts before work becomes urgent.
See featureRecurring tasks
Repeat work is created automatically on schedule.
See featureEmail templates
Standard client messages ready to send.
See featureTokens for emails and tasks
Merge client data into repeatable messages.
See featureBulk client emails and newsletters
Update your whole client base at once.
See featureWhat changes when you fix it?
| Area | Spreadsheets, inbox and memory | With Remindoo |
|---|---|---|
| Reminder timing | Starts in December, if at all | Sequence starts in October automatically |
| Wording | Retyped each time | Templated and personalised with tokens |
| Bulk chasing | One-by-one manual emails | Filtered list emailed at once |
| Visibility | No record of who's been reminded | Timeline shows every reminder sent |
| January workload | Firefighting the last week | Most records already in by December |
See it working with your own clients
A 30-minute walkthrough using your leads, services and deadlines.
What happens if a client's Self Assessment is filed late?
HMRC issues an automatic penalty for missing the 31 January deadline, with further penalties the longer the delay continues.
| Delay | Penalty |
|---|---|
| 1 day late | £100 fixed penalty |
| 3 months late | £10 per day, up to £900 |
| 6 months late | 5% of tax due or £300, whichever is greater |
| 12 months late | A further 5% of tax due or £300 |
“Automation saves time and no follow-up is missed.”
Frequently asked questions
When should the first Self Assessment reminder go out?
Early October gives clients enough runway before the season gets busy, and it means slower clients still have months to respond.
How many reminders should a sequence include?
Three is usually enough: an early, informative one, a firmer follow-up, and a final urgent one in January.
Should reminders mention penalties?
Only in the later stages. Leading with penalty language too early can come across as heavy-handed for a routine request.
Can reminders be sent to a filtered group only?
Yes, bulk emails can be filtered to clients who haven't yet submitted records, so people who've already sent everything aren't chased unnecessarily.
What if a client never responds to any reminder?
That's the point to escalate to a phone call, since continuing to send the same email rarely changes the outcome.
Does Remindoo send these from our firm's own domain?
No, Remindoo sends them, but the content, tone and branding within the email are entirely yours.
Should sole traders and directors get the same sequence?
The core sequence works for both, though the list of requested items will differ, so keep separate templates for each client type.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Comparing options? Read our guide to accounting practice management software.
Last updated: . General guidance, not regulatory advice.
Why a single client record matters
When client details, deadlines, documents and conversations are spread across inboxes and spreadsheets, time goes on searching instead of on client work.
One version of the truth
Everyone sees the same services, contacts, deadlines and notes for each client.
Accurate deadlines
Companies House sync brings in company details and filing dates, reducing manual errors.
Better client service
A full timeline means anyone can answer a client question with the history in front of them.
Secure document sharing
A client portal is safer than sending financial documents as email attachments.
Practical tips from UK practice
- Import companies from Companies House rather than typing details by hand.
- Record every service a client takes, so recurring work is created automatically.
- Add a short note after every important client call.
- Ask clients to upload documents through the portal rather than by email.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of 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.”
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“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.”
