Reqmora

Document request email templates

Ready-to-send emails for asking bookkeeping clients for their documents, reminding them, and chasing what's overdue. Pick a situation and a tone, add your details, and copy.

Situation
Tone
Personalise it (optional)
Subject
Documents needed for [Month]
Hi [Client name],

It's time to close the books for [Month]. Please send us the following:

- Business bank statements
- Credit card statements
- Receipts over $75
- Sales invoices

Please send them by [Due date].

If you have any questions, just reply to this email.

Thanks,
[Your name]
[Your firm]
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What makes a document request email work

Most clients aren't ignoring you. They open the email on their phone, mean to deal with it later, and forget. An email that's easy to act on in one sitting gets answered first. Four things help most:

  • A specific subject line. "Your September documents" beats "Quick question". It tells the client what's needed before they open it.
  • One document per line. A list can be checked off. A paragraph has to be read again every time.
  • A real due date. "By Friday 10 October" gets more replies than "when you get a chance".
  • Only what's missing in reminders. If they've sent half, thank them and list the other half.

Choosing a tone

Start gentle with clients who are usually on time, and save the firm tone for documents that are overdue or for clients who are often late. A firm email is still polite: it states what's missing and what the delay affects, without blame.

To have reminders like these sent for you, on a schedule and only for what's missing, see how Reqmora's automatic reminders work. For more on getting documents in on time, read our guides for bookkeeping firms.

Stop sending these by hand

Reqmora sends each client their monthly checklist on the day you choose, sends automatic reminders about only what's still missing, and stops once everything's in. Clients upload from one private link, with no login.

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Questions

How do I write an email asking a client for documents?
Keep it short and specific: say which period it's for, list each document on its own line, and give a due date. Clients act faster on a list they can tick off than on a paragraph. The templates above follow that pattern.
How do I politely remind a client about missing documents?
Thank them for what they've already sent, then list only what's still missing. Repeating the full list makes clients think they have to start again. Choose 'Reminder' and the 'Gentle' tone above.
How many reminders should I send before an email gets firm?
A common pattern is a friendly reminder a few days before the due date, a standard one on the day, and a firm one a few days after. Keep the firm email factual: what's missing, and what happens if it doesn't arrive.
What should I do when a client sends the wrong document?
Say what was wrong in a few words (for example 'it's the August statement, not September') and ask for the exact replacement. Use the 'Wrong document' situation and fill in what was wrong.
Is this tool free? Do you keep what I type?
It's free with no sign-up. Everything happens in your browser: nothing you type is sent to us or saved. We only count how often the tool is used.

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