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P11D Expenses and Benefits Request Template (UK, Free)
Ensure all taxable employee benefits are captured before the 6 July deadline.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
A P11D information request asks employers to provide details of non-salary benefits provided to employees, such as company cars, private medical insurance, and beneficial loans. This data is essential for filing P11D forms and calculating Class 1A National Insurance.
Who is this sent to, and when?
- Sent to
- Client
- When to send it
- Annually, shortly after 5 April
What benefits should you ask about?
Any non-exempt expense or benefit provided to employees or directors must be reported.
The request should be specific to ensure nothing is missed that could lead to HMRC interest or penalties.
- Company cars and fuel details
- Private medical insurance premiums
- Beneficial loans (over £10,000)
- Living accommodation provided
- Assets provided for private use
- Professional subscriptions paid by the employer
When is the P11D deadline?
P11D forms must be filed by 6 July following the end of the tax year.
Class 1A National Insurance must be paid by 22 July (or 19 July if paying by post).
Preview the template
Check the current process on GOV.UK before sending — many requests are now made online.
P11D Expenses and Benefits Request Template (UK, Free)
Subject: Important: Employee Benefits and Expenses (P11D) for [Year]
Dear [Client Name],
We need to prepare the P11D forms for your employees and directors for the tax year ending 5 April [Year]. These forms report any taxable benefits and expenses provided during the year.
Please provide details of the following for each employee by [Date]:
Company cars (make, model, CO2 emissions, and
Preview shows the opening and key sections. The full editable file is free to download below.
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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.
What are the common mistakes?
- Missing the 6 July deadline
- Not reporting Class 1A NI correctly
- Forgetting to include directors
- Inaccurate CO2 data for cars
- Ignoring beneficial loans
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Frequently asked questions
What is the P11D deadline?
6 July each year.
Who needs a P11D?
Any employee or director receiving taxable benefits.
What is P11D(b)?
The summary form used to report and pay Class 1A National Insurance.
What if no benefits were given?
You generally do not need to file unless HMRC has requested a return.
Are professional fees taxable?
Some are exempt; you should check the HMRC list for approved bodies.
When is Class 1A NI due?
22 July (electronically).
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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.
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