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Template · Client
Bookkeeping Records Request Email Template (UK, Free)
Keep your clients’ books up to date with a consistent, clear records request email.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
A bookkeeping records request is a routine email sent to clients asking for their bank statements, sales invoices, and expense receipts for a specific period. Standardising this request reduces missing data and ensures a smooth workflow for your bookkeeping team.
Who is this sent to, and when?
- Sent to
- Client
- When to send it
- Monthly or quarterly, depending on the bookkeeping frequency
What records do you need every month?
You need a complete audit trail of all business transactions.
A standard request should be simple and easy for the client to follow.
- Bank statements (PDF and CSV if possible)
- Sales invoices or a sales summary
- Expense receipts and purchase invoices
- Credit card statements
- Petty cash records
- Payroll summaries for the month
Preview the template
Bookkeeping Records Request Email Template (UK, Free)
Subject: Bookkeeping Records Request - [Month/Year]
Dear [Client Name],
It is time for us to update your books for [Month/Year]. To keep your accounts accurate and up to date, please provide the following records by [Date]:
Digital copies of all sales invoices issued.
All purchase invoices and expense receipts.
Bank statements for all business accounts for the month.
Any credit card
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.
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 featureRecurring tasks
Repeat work is created automatically on schedule.
See featureClient portal and document sharing
Share requests and documents securely, not by email.
See featureWhat are the common mistakes?
- Not following up on missing receipts
- Ignoring petty cash
- Allowing backlogs to build up
- Accepting low-quality photos of receipts
- Not reconciling bank balances monthly
“Managing deadlines and tasks is much easier.”
Frequently asked questions
How often should I request records?
Monthly is best to avoid a year-end backlog.
What is the best format for bank statements?
PDF for audit and CSV for import if you aren't using a direct feed.
How should they send receipts?
Through the client portal or a dedicated bookkeeping app.
What if a receipt is lost?
Ask the client to provide a note of the transaction and confirm if it was business-related.
Can I automate this?
Yes, Remindoo’s recurring tasks can send this every month automatically.
Do I need payroll records?
Yes, to ensure the net pay and HMRC liabilities are recorded correctly.
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Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
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
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