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Template · Client
Accounting Client Reminder Email Template
One clear reminder that tells the client what is needed, by when, and what happens next.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 27 September 2026
Quick answer
A good client reminder email names the deadline, states exactly what you need, gives a date, and makes the next step a single action. Keep it under 150 words. In Remindoo the same message can be scheduled to send automatically ahead of every deadline, personalised with each client's name, service and date.
Who is this sent to, and when?
- Sent to
- Any client with an upcoming deadline or outstanding records.
- When to send it
- Two to four weeks before your internal deadline, then again a week before.
What should a client reminder email contain?
The deadline, the specific items needed, a date for them, one clear action and a named person to reply to.
Clients act on emails that ask for one thing. Long reminders listing every possible document get saved for later and forgotten. Lead with the date, list no more than five items, and make the reply or upload obvious.
Should reminders be automated?
Yes, for the first two. Keep the final chase human.
Automation handles the reminders nobody wants to remember, which is most of them. The last chase before a deadline works better as a call or a personally written note, because by then you are dealing with the small group who need persuading rather than reminding.
Preview the template
Accounting Client Reminder Email Template
Subject: [Service] for [Client name] — records needed by [Date]
Hello [Client first name],
Your [service, e.g. 2026 Self Assessment return] is due to be filed by [statutory deadline]. To get it finished comfortably ahead of that, we need your records by [your records deadline].
Please send us:
[Item 1]
[Item 2]
[Item 3]
The quickest way is to upload them to your client portal here:
Preview shows the opening and key sections. The full editable file is free to download below.
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.
Email templates
Standard client messages ready to send.
See featureTokens for emails and tasks
Merge client data into repeatable messages.
See featureAutomated reminders
Timely prompts before work becomes urgent.
See featureBulk client emails and newsletters
Update your whole client base at once.
See featureClient portal and document sharing
Share requests and documents securely, not by email.
See featureWhat are the common mistakes?
- Listing twenty items in one email
- No date for the client, only the statutory deadline
- Two different actions in one message
- No named person to reply to
- Sending the first reminder too close to the deadline
“Companies House integration onboards clients in minutes; AML scoring keeps us compliant.”
Frequently asked questions
How long should a reminder email be?
Under 150 words, with no more than five requested items. Longer emails get read later, which usually means never.
How many reminders should we send?
Most firms use three: an early one, a follow-up, then a call. Chase only what is still outstanding each time.
Can reminders be personalised automatically?
Yes. Templates with client tokens fill in the name, service and deadline for each client.
Should reminders come from a person or the firm?
From the person who handles the client. Reply rates are noticeably better than a generic office address.
What if the client ignores every reminder?
Escalate to a call, record the attempts on the client file, and warn them in writing about the deadline risk.
Does Remindoo send these automatically?
Yes. Reminders can be scheduled against each client's deadlines and sent without anyone remembering.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Last updated 27 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.”
