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Template · Client
Month-End Document Request Email Template
The same short request, every month, so the monthly close never waits on paperwork.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 27 September 2026
Quick answer
A month-end document request is a short recurring email listing the few items you need each month, with a fixed date. Because it repeats, it works best automated. Remindoo sends it on a schedule to every monthly client and flags the ones who have not responded.
Who is this sent to, and when?
- Sent to
- Bookkeeping, management accounts and MTD quarterly clients.
- When to send it
- On the same working day each month, just after the month end.
Why does a monthly request need to be identical each time?
Because repetition trains the client. Same day, same format, same list means the records become a habit rather than a request.
Clients who receive the identical email on the second working day every month eventually send records before it arrives. Clients who receive a differently worded plea at random intervals never do.
How short should it be?
Five items at most, with a single upload link and one date.
Monthly requests should be readable on a phone in ten seconds. Anything longer gets postponed, and a postponed monthly request delays the whole close.
Preview the template
Month-End Document Request Email Template
Subject: [Month] records for [Client name] — please send by [date]
Hello [Client first name],
Time for the monthly bookkeeping. For [month], please send:
Bank statements for [month] (all accounts)
Any purchase invoices or receipts not already in the system
Sales invoices raised in [month]
Payroll changes: starters, leavers, hours
Anything unusual we should know about
Please upload
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 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?
- Sending on a different day each month
- Rewording the request every time
- Too many items for a monthly cycle
- No reporting date so the client sees no benefit
- Manual sending that gets skipped in a busy month
“Automation saves time and no follow-up is missed.”
Frequently asked questions
When should the monthly request go out?
On a fixed working day just after the month end, so it becomes predictable for the client.
Can it be automated?
Yes, and it should be. A recurring scheduled email removes the one task most likely to be skipped in a busy month.
Does this work for MTD quarterly clients?
Yes. Many firms collect monthly even for quarterly filers, so the quarter is never a scramble.
What if the client sends nothing for two months?
Escalate to a call and consider whether the service or the fee needs to change.
Should the client reply to confirm?
Do not require a reply for nil items; the fewer actions required, the higher the response rate.
Where should documents go?
The client portal, so everything sits on the client record rather than in an inbox.
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.”
