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Guide · Staff
How to Chase Clients for Records Without Losing Hours
Stop wasting partner time on admin and start automating your record collection.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
Chasing clients effectively requires a combination of early requests, clear instructions, and automated follow-ups. By standardising what you need and when you need it, and using technology to send reminders, you can significantly reduce the time your team spends on manual emails and phone calls, ensuring you have the data you need to hit deadlines.
What is the best strategy for record collection?
A multi-stage approach: a clear initial request followed by automated nudges.
Consistency is more effective than urgency.
How should you phrase your requests?
Be specific about what is needed and provide clear instructions on how to submit it.
Use checklists to make it easy for the client.
How do you handle habitually late clients?
Consider a phone call or a formal notice of the risks of missing the deadline.
Sometimes a personal touch is needed for the final push.
See it working with your own clients
A 30-minute walkthrough using your services, deadlines and templates.
Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering. For engagement letters and proposals, use proposals and letters of engagement with e-signatures.
What are the common mistakes?
- Vague requests
- Chasing too late
- Inconsistent follow-up
- Not confirming receipt
“Automation saves time and no follow-up is missed.”
Frequently asked questions
What's the best time to send the first request?
Ideally the day after the period ends. It keeps the requirement fresh in the client’s mind.
Should I charge for chasing?
Some firms include a 'late records' fee in their engagement terms to encourage compliance, but use this carefully.
How do I handle missing one document?
Send a targeted request for just that item, rather than re-sending the entire checklist which can be confusing.
Is a phone call better than an email?
For the first few prompts, email is better. If the deadline is 48 hours away, a phone call is usually necessary.
How can I make submission easier?
Provide a secure upload link or a portal to ensure the client doesn't have to worry about email attachment limits.
Should I thank them when they send info?
Yes! A quick automated 'records received' email goes a long way in building a good relationship.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Last updated 23 September 2026. 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.”
“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.”
