Phase 1: Preparation (Weeks 1-2)
February 1-14
Week 1
February 1-7: Systems Check
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Update TaxCycle/ProFile to latest version -
Test EFILE connection with CRA -
Review client list - flag high-priority and complex returns -
Prep email templates for document requests -
Set up document intake system (portal, Google Form, etc.)
Week 2
February 8-14: Client Outreach
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Send initial document request email to ALL clients -
Include personalized checklist based on last year's return -
Set deadline: "Please submit by March 1" -
Call VIP clients personally to confirm they received the request
Phase 2: Document Collection (Weeks 3-6)
February 15 - March 14
Week 3
February 15-21: Early Birds
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Process documents as they arrive - don't let them pile up -
Start T1 prep for first 10-15 complete files -
Send "we received your documents" confirmation emails -
Track what's missing per client in a spreadsheet
Week 4
February 22-28: First Reminder Wave
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Send reminder to clients who haven't submitted -
Include "where to find your T4/T5" instructions -
Continue processing complete files -
CRA deadline: T4s, T5s must be issued by Feb 28
Weeks 5-6
March 1-14: Collection Push
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Second reminder to non-responsive clients -
Phone calls to high-value clients still missing documents -
Aim for 70%+ of documents collected by March 14 -
Decide on cutoff date for new clients (recommend March 15)
Client Cutoff Decision
By March 15, decide: Are you accepting new clients this season? If yes, when's the cutoff? Most firms stop accepting after March 20-25 to ensure timely filing.
Phase 3: Processing (Weeks 7-10)
March 15 - April 11
Weeks 7-8
March 15-28: Processing Sprint
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Focus: Complete 50% of all returns by March 28 -
Prioritize simple returns first - clear the easy wins -
Flag complex returns for dedicated review time -
Send urgent reminders to remaining non-submitters -
Begin filing completed returns (don't wait until April)
Weeks 9-10
March 29 - April 11: Final Processing
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Complete remaining 40% of returns -
Extension notices to clients still missing documents -
Quality review on all prepared returns -
Client sign-offs and authorization forms
Phase 4: Final Push (Weeks 11-12)
April 12-30
Week 11
April 12-18: Filing Push
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File all completed returns - don't wait for stragglers -
Process last-minute document submissions -
Handle any EFILE rejections immediately -
Prepare extension list for clients who won't make deadline
Week 12 - DEADLINE WEEK
April 19-30: Deadline Crunch
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April 25: Internal deadline - all returns should be filed -
April 26-29: Buffer for last-minute issues only -
April 30: Deadline for T1 returns (individuals) -
File extensions for incomplete returns -
Document lessons learned for next year
Key CRA Deadlines for 2026
- Feb 28: T4, T5 slips due to employees/taxpayers
- March 1: RRSP contribution deadline for 2025 tax year
- April 30: T1 filing and payment deadline
- June 15: T1 deadline for self-employed (payment still due April 30)
Bonus: The "Red Flag" Client List
Before the season starts, identify these clients who will need extra attention:
- Submitted docs after April 20 last year
- Required 3+ reminder emails
- Had missing/incorrect documents
- Complex returns (rental, business, foreign)
- Submitted docs in February last year
- Simple returns (T4 only)
- Consistently organized
- Expecting refunds (motivated!)
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