Guide · updated October 2026
How to get clients to send their documents on time
For Canadian bookkeepers & accountants
Chasing clients for receipts and statements is one of the least billable parts of the job. When documents come in late, the cause is usually simple: the client forgot, wasn't sure exactly what you needed, or found it a hassle to send. A clear request and a short reminder sequence fix most of it. Here's how to set it up, with three emails you can copy.
The short answer: ask for exactly what you need, as a list, with one deadline and one easy way to send it. Then follow up on a fixed schedule: a first request, a friendly reminder a few days before the deadline, and a last reminder the day before. The three emails are below, ready to copy.
Why clients send documents late
- They forgot. Your month-end isn't on their calendar.
- The request was vague. "Send me your stuff for March" leaves them guessing which statements and receipts you mean.
- Sending is a hassle. Logging into a portal, finding a password or scanning paper is enough to put it off.
- There's no real deadline. "When you get a chance" usually means later.
- They don't see what's at stake. If nothing happens when documents are late, there's no reason to send them on time.
Make sending easy before you ask
- Ask for a specific list. Name each statement by account and month, and say which receipts you need.
- Set one deadline, on the same day every month, so it becomes a habit.
- Offer the easiest way to send. Replying to your email with attachments or a phone photo is easier for most clients than logging into anything.
- Put the routine in writing. Your engagement letter is a good place to say what you need each month, by when, and what happens if it's late.
Pick a deadline that leaves you room
Work back from your own deadline. For example, GST/HST returns for monthly and quarterly filers are generally due one month after the end of the period. If a client's documents arrive on day 28, you have no room to post, reconcile and ask questions.
For monthly bookkeeping, a client deadline around the 10th of the following month leaves time for the work and for a follow-up. Pick the date that fits your workflow, then use it with every client.
The three-email sequence
Here is the schedule, using a deadline of the 10th as an example:
| Email | When | Its job |
|---|
| 1. First request | The 1st, when the month closes | Say exactly what you need, by when, and how to send it |
| 2. Friendly reminder | The 7th, a few days before the deadline | List only what's still missing |
| 3. Last reminder | The 9th, the day before the deadline | Say what happens if it's late |
Copy the emails below and replace everything in [brackets].
Email 1: First request
Subject: [Month] documents needed by [date]
Hi [first name],
It's time to close [month]. Could you send me these by [date]?
• [Bank statement, account ending 1234]
• [Credit card statement, card ending 5678]
• [Receipts and invoices for business purchases]
• [Sales invoices you issued]
The easiest way is to reply to this email with the files attached. A clear photo of each receipt is fine.
Thanks!
[Your name]
Email 2: Friendly reminder
Subject: Quick reminder: [month] documents due [date]
Hi [first name],
Just a reminder that I need [month]'s documents by [date]. Here's what I'm still missing:
• [Item]
• [Item]
If you've already sent them, thank you, and please ignore this. If something is hard to find, let me know and we'll figure it out.
[Your name]
Email 3: Last reminder
Subject: Due tomorrow: [month] documents still missing
Hi [first name],
I still need the following to close [month] on time:
• [Item]
If I don't have them by [date], [the month will close without them and the missing items will carry over to next month / your GST/HST return may be filed late].
Replying with the file or a photo is all it takes.
Thank you,
[Your name]
Habits that make the sequence work
- Only list what's missing. A reminder that repeats the whole list makes clients think they have to start over.
- Send on the same days every month. Clients learn the rhythm, and you stop deciding when to follow up.
- Confirm what arrived. A short "Got it, thanks" tells the client they're done, and stops the next reminder from going out by mistake.
- Call the clients who are always late. After a few months, a five-minute call about what gets in the way works better than a fourth email.
- Name and file each document as it arrives, so you can tell at a glance what's still missing. Our file naming convention guide shows one way.