Chase missing client records before the deadline

"It's November, and half my clients still haven't sent their bank statements."

Last checked: 16 October 2026

Copy this prompt

Write a 3-email reminder sequence from [practice name] to a client who hasn't sent [missing records] needed for [task] due [deadline].
Email 1 (sent [date]): friendly; lists exactly what's needed and how to send it ([portal]).
Email 2 (+7 days): shorter; offers a 10-minute call.
Email 3 (+14 days): firm; explains we can't complete [task] without them and that late filing can lead to HMRC penalties; states our cut-off date [date].
Use [CLIENT_FIRST_NAME] placeholders, British English, under 120 words each, no jargon.

UK note (GDPR): use placeholders. Never paste client names alongside UTRs, NI numbers or bank details into an AI tool; merge the real details in your own system.

Worked example result (dummy data). Illustrative example: written by us, not a recorded AI output

Hartley & Co, a 4-person practice in Chester, needs April–October bank statements and fuel receipts from sole-trader clients for the 31 January Self Assessment deadline:

• 1 Nov: a friendly checklist and a portal link
• 8 Nov: a short nudge offering a quick call
• 15 Nov: firm, with the practice's internal cut-off of 1 December and the penalty facts below

The late-filing figures quoted in email 3 come straight from GOV.UK: £100 at first; after 3 months, £10 a day up to £900; after 6 months, 5% of the tax due or £300, whichever is greater; after 12 months, another 5% or £300. Late payment costs 5% of the unpaid tax at 30 days, 6 months and 12 months, plus interest (https://www.gov.uk/self-assessment-tax-returns/penalties, checked 16 Oct 2026, re-checked 05:40 BST).

Your first 10 minutes

1. List what you chase most

   , e.g. bank statements, receipts, mileage logs.

2. Paste the prompt

   into a free AI chat, once per type.

   You should see 3 emails.

3. Check every number and date

   Deadlines, cut-off dates and penalty figures must match GOV.UK and your own engagement terms.

4. Edit the tone

   to sound like your practice, and add your portal link.

5. Save as templates

   in your email or practice-management software.

6. Set reminders

   for the +7 and +14 day follow-ups.

Also: onboarding a new client

[Copy] button on this block (required).

Write a friendly welcome email from [practice name] to a new [sole trader / limited company] client. Include: a short "what happens next" list; a checklist of what we need ([e.g. photo ID and proof of address for our identity checks, UTR, last year's tax return, bank statement access, accounting software invite]); how to send it securely ([portal]), never by plain email; who their contact is; and our fee and engagement letter ([link]). Under 200 words, British English, use [CLIENT_FIRST_NAME].

Your identity-check requirements come from your supervisory body; this prompt only drafts the email.

What you'll get / limits

A reusable chasing sequence and welcome email. It's admin wording only, not tax advice to clients.

Cost

ChatGPT: free plan £0; Go £6.99/month; Plus £19.99/month (UK App Store in-app prices; web may differ). Checked 16 Oct 2026: https://apps.apple.com/gb/app/chatgpt/id6448311069

Compare

What to do next

• Next: keep your own books MTD-ready → /use-cases/bookkeeping
• Get the free starter kit → /starter-kit