Missing tax documents email templates Fabren ยท https://www.fabrenhq.com/guides/templates/missing-tax-documents-email-templates Copy these, change the bracketed parts, and put them into whatever tool you send from. Every reminder should list only what is still outstanding. PLACEHOLDERS [First name] Client's first name [Firm] Your firm name [Tax year] The year the return covers, for example 2026 [Date] Your document deadline, written out, for example Monday, March 15 [Upload link] The one place you want documents sent [Outstanding list] Only the items still missing, one per line, named by source [Received list] What you already have (used in message 2) [Your name] The person signing [Phone] A number that reaches a person A good outstanding list names the form and who issues it: - W-2 from Acme Logistics - Consolidated 1099 from Fidelity - K-1 from Smith Partners LLC - Form 1098 from your mortgage lender ================================================== EMAIL 1: FIRST REQUEST When: Late January, when the job starts Tone: Clear and friendly ================================================== Subject: Your [Tax year] tax documents: what we need from you Hi [First name], It's time to start on your [Tax year] return. Based on last year's return, here is what we need from you: [Outstanding list] Please also let us know if anything changed this year, such as a new job, a move, selling property or shares, starting a business, or a change in your family. And if anything on the list no longer applies, just tell us and we'll take it off. The easiest way to send everything is here: [Upload link] We need your documents by [Date] to finish your return on time. If something won't arrive by then, let us know and we'll plan around it. Thanks, [Your name] [Firm] | [Phone] ================================================== EMAIL 2: FIRST NUDGE When: Two weeks after message 1 Tone: Friendly, shorter ================================================== Subject: A few items still to come for your [Tax year] return Hi [First name], Thanks for what you've sent so far. We've got: [Received list] We're still waiting on: [Outstanding list] You can upload them here: [Upload link] If any of these don't apply to you this year, a quick reply saying so is all we need. Thanks, [Your name] If the client has sent nothing yet, drop the "we've got" part and open with "Just a reminder that we're ready to start on your return when your documents come in." ================================================== EMAIL 3: SECOND NUDGE When: One week before the document date Tone: Firmer, date in subject ================================================== Subject: One week left: documents needed by [Date] Hi [First name], Our document deadline for your [Tax year] return is [Date], one week from today. We're still missing: [Outstanding list] Upload here: [Upload link] If you're waiting on any of these from a bank, broker or employer, let us know which ones. That way we can tell you whether we can still file on time or whether an extension makes sense. Thanks, [Your name] ================================================== EMAIL 4: FINAL REMINDER When: The day before the document date Tone: Short and direct ================================================== Subject: Tomorrow: last day for your tax documents Hi [First name], Tomorrow, [Date], is the last day we can accept documents and still plan to file your return by the April deadline. We still need: [Outstanding list] Upload here: [Upload link] If you can't get them to us in time, reply to this email or call me at [Phone] and we'll talk through an extension. [Your name] ================================================== EMAIL 5: EXTENSION NOTICE When: The day after the document date Tone: Factual, no blame ================================================== Subject: Your [Tax year] return: we'll file an extension Hi [First name], We haven't yet received everything we need to complete your [Tax year] return, so we plan to file an extension for you. Still outstanding: [Outstanding list] A few things to know: * An extension gives you more time to file, not more time to pay. If you owe tax, it is still due by the April deadline. * We'll estimate what you owe using the information we have, and we'll be in touch about any payment. * As soon as the missing items arrive, we'll finish your return. Upload here when you have them: [Upload link] If you'd rather we didn't file an extension, or you have questions, call me at [Phone]. Thanks, [Your name] Change this one to match how your firm handles extensions and fees, and have a CPA approve the wording before it goes to clients. ================================================== TEXT MESSAGE VERSIONS Keep texts short and send them from a number clients recognise. Only text clients who have agreed to receive texts from you, and include opt out wording if your provider or rules require it. For texts, shorten the outstanding list to names only, for example "Fidelity 1099, Smith K-1". ================================================== Text 1 (with email 1): Hi [First name], it's [Your name] at [Firm]. We've emailed the list of documents we need for your [Tax year] return. Please upload by [Date]: [Upload link] Text 2 (with email 2): Hi [First name], [Firm] here. We're still missing a few items for your tax return. The list is in your email, and you can upload here: [Upload link] Text 3 (with email 3): Hi [First name], one week until our [Date] document deadline. Still needed: [short outstanding list]. Upload: [Upload link] Text 4 (with email 4): Hi [First name], tomorrow is the last day for your tax documents. Still needed: [short outstanding list]. Upload: [Upload link] or call [Phone] Text 5 (with email 5): Hi [First name], we haven't received everything for your return, so we plan to file an extension. Details are in your email. Questions? Call [Phone] ================================================== REPLIES YOU WILL NEED ================================================== When a client says an item doesn't apply: Thanks, [First name]. I've taken [item] off your list. Just to confirm, that means [plain explanation, for example: you closed the Chase savings account before this year started and earned no interest from it]. If that's not quite right, let me know. We're now only waiting on: [Outstanding list] When a client says "I sent everything": Thanks, [First name]. We've checked what's come in and we have [Received list]. We don't yet have [Outstanding list]. Could you check whether these went to a different email, or whether they're still on their way? If it's easier, call me at [Phone] and we'll sort it out together. When a client sends a corrected form: Thanks, [First name], we've got the corrected [form] from [issuer]. We'll use this one instead of the original. Nothing else is needed for this.