MTD chase email templates

Four short emails, each with one ask. Copy one, replace the placeholders, and send it from your practice address.

Placeholders

Keep the subject line plain, because clients skim. Put the deadline in the first sentence.

(a) First request, day 0

Subject: {{quarter}} records due by {{deadline}}

Hi {{client_name}},

{{quarter}}, covering {{period}}, has now ended. To prepare your Making Tax Digital quarterly update, please reply to this email with the records below.

Please send:

{{checklist}}

The filing deadline is {{deadline}}. If we have these in the next week, we can check them and file without a rush.

Attach the files to your reply. Photos of receipts are fine. If anything on the list doesn't apply this quarter, tell us.

Thanks, {{your_name}} {{practice_name}}

(b) Day 7 reminder

Subject: Reminder: {{quarter}} records still needed

Hi {{client_name}},

This is a reminder about your {{quarter}} records. The filing deadline is {{deadline}}.

We're still missing:

{{missing_items}}

Please reply with those attachments when you can. If you've already sent them, tell us and we'll check our inbox.

Thanks, {{your_name}} {{practice_name}}

(c) Day 14 reminder

Subject: {{quarter}} records, two weeks to {{deadline}}

Hi {{client_name}},

The {{quarter}} filing deadline of {{deadline}} is two weeks away, and we still need a few items from you:

{{missing_items}}

Please reply with them as soon as you can, ideally by {{reply_by}}. If something is hard to find, tell us and we'll work round it.

Thanks, {{your_name}} {{practice_name}}

(d) Day 21, needs a call

Subject: {{quarter}} records, can we speak before {{deadline}}?

Hi {{client_name}},

We're still short of some {{quarter}} records, and the filing deadline is {{deadline}}.

Still outstanding:

{{missing_items}}

Could we book a short call this week to finish this? Reply with a couple of times that work, or call the practice.

If the records are nearly ready, send what you have now and tell us what's left.

Thanks, {{your_name}} {{practice_name}}

Short replies

When a client says there's nothing this quarter:

Thanks, noted. We'll mark those items as not applicable for {{quarter}} and file on that basis.

When a client sends part of what you asked for:

Thanks, we've got [list what arrived]. We still need: {{missing_items}}.

When you're away or behind:

Thanks for sending these. We'll review them by [date] and come back to you if we need anything else.

What not to do

• Don't send four emails on day 0. One clear ask gets more replies than a thread.
• Don't threaten penalties for late quarterly updates in 2026/27. HMRC is not issuing points that year.
• Don't paste a legal disclaimer into every chase.
• Don't copy the whole practice into every reminder unless you have a reason.