Template 1: Initial Document Request
This is your first email to clients at the start of tax season. It sets expectations, lists what you need, and gives them a clear way to submit documents.
Subject: Your [Tax Year] tax documents needed - [Firm Name]
Hi [First Name],
Tax season is here! To prepare your [Tax Year] return, we'll need the following documents:
Income:
- T4 slips (employment income)
- T5 slips (investment income)
- T3 slips (trust income)
- T4A slips (pension, self-employment)
- Any other income statements
Deductions:
- RRSP contribution receipts
- Charitable donation receipts
- Medical expenses over $[threshold]
- Childcare receipts (if applicable)
- Home office expenses (if applicable)
How to submit:
Please upload your documents here: [Upload Link/Portal]
Or email them directly to: [Email Address]
Deadline: Please submit by [Date] so we can file before April 30.
Questions? Just reply to this email or call [Phone Number].
Thanks,
[Your Name]
[Firm Name]
Template 2: Gentle Reminder (Day 3)
If you haven't heard back after 3 days, send this short reminder. It's friendly, assumes they just forgot, and takes 10 seconds to read.
Subject: Quick reminder: Tax documents needed
Hi [First Name],
Just a quick reminder that we're waiting on your tax documents to get started on your [Tax Year] return.
Upload here: [Upload Link]
If you're still gathering documents, no rush - just wanted to make sure this didn't slip through the cracks.
Thanks,
[Your Name]
Template 3: Helpful Follow-Up (Day 7)
After a week, add some value by explaining where to find common documents. This shows you're being helpful, not just nagging.
Subject: Following up + where to find your tax slips
Hi [First Name],
I wanted to follow up on the tax documents we need for your [Tax Year] return. We're aiming to file before [Date] to avoid any delays.
Not sure where to find your documents?
- T4 slips: Check your employer's online portal, or contact HR
- T5/T3 slips: Available through your bank's online banking (usually under "Tax Documents")
- RRSP receipts: Your financial institution should have mailed these or posted them online
- CRA My Account: You can view most of your tax slips at canada.ca/my-cra-account
Upload link: [Upload Link]
Let me know if you need help tracking anything down.
Best,
[Your Name]
Template 4: Urgent Notice (Day 14)
Two weeks in, it's time to be direct about consequences. Mention the deadline and what happens if documents aren't received.
Subject: Action required: Documents needed to file on time
Hi [First Name],
We still haven't received your tax documents, and the April 30 deadline is approaching.
To ensure we can file your return on time, please submit your documents by [Specific Date].
Without the required documents, we may not be able to complete your return before the deadline, which could result in late-filing penalties.
Still missing documents:
[List specific missing items]
Upload here: [Upload Link]
If there's something preventing you from gathering these documents, please reply or call [Phone Number] so we can discuss alternatives.
Thank you,
[Your Name]
[Firm Name]
Template 5: Extension Warning (Day 21)
Three weeks with no response means you need to have a serious conversation about filing an extension.
Subject: Final notice: Extension required without documents
Hi [First Name],
We've reached out several times about your [Tax Year] tax documents and haven't been able to connect.
Without your documents by [Final Date], we will need to file for an extension. This means:
- Your return will be filed after April 30
- If you owe taxes, interest will accrue from May 1
- Late filing penalties may apply (5% + 1% per month)
If you'd like to avoid this, please submit your documents immediately or call me at [Phone Number] to discuss.
If we don't hear from you by [Final Date], we'll proceed with the extension filing.
[Your Name]
[Firm Name]
[Phone Number]
Pro Tips for Better Response Rates
Send emails Tuesday-Thursday morning
Monday inboxes are flooded. Friday emails get pushed to "next week." Midweek mornings get the best open rates.
Use specific deadlines, not "ASAP"
"Please submit by March 15" is actionable. "Please submit ASAP" gets ignored. Give them a date.
Make uploading dead simple
One link. No login required. Accept any file format. The harder you make it, the longer they'll wait.
List exactly what's missing
"We need your T4 from ABC Corp" is better than "We need your documents." Be specific.
After 3 emails, pick up the phone
Some clients don't check email. A 2-minute call often solves what 3 emails couldn't.
Want to automate this entire sequence?
Resolve by TideSpark automatically sends document requests, tracks what's missing, and follows up with clients - so you never have to copy-paste these emails again. Book a demo to see how it works.