Can I use these in a client portal?

Yes. They are plain text, so they paste into any portal, email tool or CRM.

Is there a version for missing documents?

Yes. The missing documents reminder sequence builder schedules a series of escalating reminders up to your cutoff.

Template · Client emails

Client email template library

The same eight emails go out from most firms every season. Here they are written once, short and specific, with merge fields in brackets. Copy the one you need or the whole set into your email tool.

See HelloBooks for CPA firms All free tools

Free Plan with invoices within 200 transactions, bills & quotes — no credit card.

1. Season kickoff

Subject: Your [TAX YEAR] tax return: how we will work this year

Hi [FIRST NAME],

We are getting ready for the coming season. Your organizer and engagement letter are in the portal at [LINK]. To have your return done before the deadline, please upload your documents by [INTERNAL CUTOFF].

Thanks,
[PREPARER]

2. Organizer reminder

Subject: Quick reminder: your organizer

Hi [FIRST NAME],

We have not received your organizer yet. It takes about 20 minutes and saves several emails later. You can finish it here: [LINK].

[PREPARER]

3. Documents received

Subject: We have your documents

Hi [FIRST NAME],

Thanks, your documents arrived. We will review them within [N] business days and let you know if anything is missing. You do not need to do anything right now.

[PREPARER]

4. Extension notice

Subject: We are filing an extension for your return

Hi [FIRST NAME],

We will file an extension for your [TAX YEAR] return, which moves the filing date to [EXTENDED DATE]. It does not extend the time to pay: based on what we have, please pay about [AMOUNT] by [ORIGINAL DATE] using [METHOD].

We still need: [LIST].

[PREPARER]

5. Return ready to sign

Subject: Your return is ready to review and sign

Hi [FIRST NAME],

Your [TAX YEAR] return is ready in the portal. Please check the names, bank details and income figures, then sign the e-file authorization. We will file once we have your signature.

[PREPARER]

6. Estimated payments

Subject: Your estimated tax payments for [YEAR]

Hi [FIRST NAME],

Based on your return, we suggest quarterly estimated payments of [AMOUNT]. The next due date is [DATE]. Payment vouchers and instructions are in the portal.

[PREPARER]

7. Business clients: 1099 threshold change

Subject: Fewer 1099s for 2026 payments

Hi [FIRST NAME],

For payments made in 2026, you only need to send Form 1099-NEC to a contractor you paid $2,000 or more in the year (it was $600 for 2025 payments). Please still collect a Form W-9 from every contractor before you pay them, so we can check totals at year end.

[PREPARER]

8. After filing

Subject: Your return has been accepted

Hi [FIRST NAME],

The IRS has accepted your [TAX YEAR] return. A copy is in the portal for your records. If you receive any letter from the IRS or the state, send it to us before you reply.

[PREPARER]

Writing emails clients act on

One request per email, in the first two lines.
A date, not “soon”.
A link to exactly where they upload or sign.
No tax figures the client has not asked about.

Sending them at the right time

Tie each email to a step in your workflow rather than to the calendar: the kickoff when the engagement opens, the received note when documents land, the extension notice when the return moves to the extension list. HelloBooks practice management has recurring tasks and workflow automation to hang these on.

FAQ

Frequently asked questions

Can I use these in a client portal?: Yes. They are plain text, so they paste into any portal, email tool or CRM.
Is there a version for missing documents?: Yes. The missing documents reminder sequence builder schedules a series of escalating reminders up to your cutoff.