Quick answer
Accountants should use automated client reminders to request records and warn of deadlines on a set schedule, starting well before the internal deadline and increasing in urgency. Personalise each message with the client's name, service and date, send from the firm's own domain and stop reminders once records arrive.
Written by Waqas Sagar ACA FCCA, Founder of Accotax and Remindoo · Last updated · 5 min read · Part of Email and client communication guides
Why chasing takes so long
Automated client reminders for accountants solve one of the biggest time drains: chasing records. Manual chasing depends on someone remembering and is often left until too late.
What goes wrong with manual chasing
Reminders go out inconsistently, the tone varies and nobody can see which clients have been chased. Clients also receive last-minute requests that create stress on both sides.
Building a reminder schedule
Start early: a first request when the work's trigger date arrives, a friendly follow-up two weeks later and a firmer reminder closer to the internal deadline.
Use templates with tokens for name, service and deadline. Keep messages short, with one clear action.
Stop the reminders when the records arrive and link all sent emails to the client record.
| When | Message |
|---|---|
| Trigger date | Records request |
| +14 days | Friendly follow-up |
| −21 days to internal deadline | Reminder of deadline |
| −7 days | Final request, call if no reply |
Tone and trust
Emails from your firm's own domain and in your own voice are more likely to be read. Avoid threatening language; explain the deadline and the consequences plainly.
How Remindoo solves this
Remindoo sends automated reminders using your email templates and tokens, from your own domain. Emails are linked to clients, and bulk emails handle messages to groups of clients.
- Automated Reminders
- Email Templates
- Send from Your Domain
- Link Emails to Clients
- Bulk Emails
Frequently asked questions
How many reminders should I send?
Three or four spaced over several weeks is typical. Fewer and clients forget; many more and they start to ignore them.
Will clients find automated reminders annoying?
Not if they are relevant, polite and stop once the client responds. Most clients prefer an early reminder to a last-minute panic.
What should a records request include?
The service, the period, a clear list of what is needed, how to send it and the date you need it by.
Should reminders mention penalties?
A factual mention of the deadline and that HMRC or Companies House may charge penalties is fine. Keep it calm and accurate.
