![]() ![]() Contact Informationīe sure to include all the ways you can be contacted and encourage your client to contact you if they have any questions or concerns. Let them know that you are looking forward to working with them on their engagement. ![]() Thank your client for their time and urgency on this request. When making requests, make it about the person and they will be more willing to respond. Benefit to the clientīriefly highlight the benefit of the client sending the documents as soon as possible or by the stated deadline, such as peace of mind that their taxes are done accurately and on time. If you’re using Content Snare, our automated email includes a link for them to access their document request. If you use a shared drive to collect documents, include the link here for the client to upload. Include a clear and direct, but polite, call to action including the date the documents need to be received, if applicable. You don’t want to go through all of this to receive a bunch of useless documents. While it’s important to keep this list clear and concise, it is also important to include all the relevant details to ensure the person knows exactly what you need and why. You want to include an easy to follow checklist of documents (especially if there are a lot) so the client can stay on track when gathering the documents. For example, we require annual property tax statements as support for prepaid expenses. Outline the requested documents and why you require them. Of course, you don’t need to do this if they know you well. If the recipient doesn’t know who is contacting them, they may disregard the email or letter and then the project is on hold and requires more follow up. This is especially important for a new (or fairly new) client, an existing client you don’t work with often and engagements with multiple staff. State who you are using full name, position and company name. A more formal request may use ‘Dear’ while a more casual email may use ‘Hey’. Open with a friendly greeting with a tone that suits the recipient, your relationship, your company culture and the particular request. Make the subject line clear and direct so the recipient knows exactly what the email is about. The subject line of your email is very important as it usually determines if the recipient is going to open the email or not.Īctually, 47% of email recipients open an email based on the subject line alone. What to include in your document request email or letter Subject line Either way, a polite and courteous tone will go a long way to getting the documents you need. Use the correct tone - Depending on your relationship with the client, your tone may be more formal or more casual.Keep it organized - When requesting multiple documents from clients, the list should be organized so they can use it as a checklist.They are more likely to read through and respond to an email that is short (but not too short) and to the point. Be concise - It’s important to keep your email concise and direct because people are busy.When writing an email or letter to request documents from a client: Your engagement letter is signed, and now it's time to get to work and start gathering documents from the client. ![]()
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