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Template · Client
VAT Records Request Email Template (UK, Free Download)
Maintain accurate VAT filings with a simple, effective records request template.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
A VAT records request email should clearly specify the period covered and the types of documents required, such as purchase invoices, sales records, and any specific expense documentation. Standardising this request ensures you have everything for the return within the filing window.
Who is this sent to, and when?
- Sent to
- Client
- When to send it
- After the VAT period end
What should a VAT records request include?
Request all sales and purchase invoices relevant to the VAT period, including bank statements for reconciliation.
The request should cover the entire VAT period to ensure accurate input and output tax calculations.
- Sales invoices for the period
- Purchase invoices and receipts
- Bank statements for the period
- Details of any significant capital purchases
- Information on any export or EU transactions
When are VAT returns due?
VAT returns are typically due 1 month and 7 days after the end of the period.
Consistent, early requests ensure you have enough time to review records before filing.
Preview the template
Check the current process on GOV.UK before sending — many requests are now made online.
VAT Records Request Email Template
Subject: VAT Records Request - Period ending [Date]
Dear [Client Name],
It is time to prepare your VAT return for the period ending [Date]. To ensure we can file your return accurately and on time, please provide the following by [Date]:
All sales invoices issued during the period.
All purchase invoices and expense receipts.
Your bank statement(s) for the period.
Details of any
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?
- Failing to request full bank statements
- Not checking for missing invoices
- Ignoring potential VAT scheme changes
- Waiting too close to the filing deadline
- Poor communication on VAT treatment
“Managing deadlines and tasks is much easier.”
Frequently asked questions
When is the VAT return due?
Usually 1 month and 7 days after the VAT period ends.
How should they send records?
Through the client portal for security.
What if records are incomplete?
Highlight the gaps and request the missing items immediately.
Can I use templates?
Yes, customise this template once and save it in Remindoo.
Are reminders useful?
Absolutely. Use them to ensure your clients prioritise VAT records.
What about MTD?
Even with MTD, you need to ensure the records are complete and accurate before submission.
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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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