For bookkeepers · Free email templates

Ask for what’s missing.

A clear monthly document request. A reminder for the remaining items. A specific request for a replacement.

Choose a template, edit the brackets in your email app, then check it before sending. These templates do not send anything.

Client document request templates

1. Start the month List only the documents this client needs to provide.

Monthly bookkeeping document request

Subject: [Month] bookkeeping — documents needed by [date]

Hi [name],

For your [month and year] bookkeeping, please share:
- [Document and account label, covering the exact period]
- [Another required item]

Please use [your firm's agreed secure upload link or channel] by [date].

If an item does not apply or will arrive later, let us know which one and when to expect it. If you already shared something, tell us where so we can check it.

Thank you,
[Your name / firm]

Select and copy the text, then replace every bracketed item.

2. Some documents have arrived Ask only for the remaining items.

Missing-document reminder

Subject: [Month] bookkeeping — [number] items still needed

Hi [name],

Thank you for the documents you've shared. For [month and year], we still need:
- [Missing document and exact period]
- [Another missing item, if any]

Please share these through [your firm's agreed secure upload link or channel] by [date]. Let us know if something does not apply or you need more time.

We'll check the files already received separately. You do not need to resend them unless we ask for a specific replacement.

Thank you,
[Your name / firm]

Select and copy the text, then replace every bracketed item.

3. A file needs replacing Name the problem and the exact replacement.

Replacement-document request

Subject: [Month] bookkeeping — replacement needed for [document]

Hi [name],

We received [document], but [specific issue you checked, e.g. it covers August instead of September].

Please provide [exact replacement and period] through [your firm's agreed secure upload link or channel] by [date]. The other documents do not need to be resent.

If you cannot obtain the replacement, let us know so we can agree the next step.

Thank you,
[Your name / firm]

Select and copy the text, then replace every bracketed item.

Worked example · fictional

Received is different from reviewed.

A bank statement has arrived, expense receipts are missing, and payroll is not required this month.

The next client reminder asks for expense receipts only. Checking the bank statement remains a task for the firm.

Bank statement: Received · firm review needed
Expense receipts: Missing · ask the client
Payroll report: Not required this month · no reminder

Before using a template

Adapt the list to the work agreed with your client. Confirm the period, recipient, due date and secure document channel. Remove anything already received or not required; explain any replacement after checking the original. Avoid bank account numbers, identity documents and passwords in the reminder itself. Agree a reminder schedule with the client rather than sending every template in sequence.