# Initial Document Request Email

Drafts the first email asking a client for the documents you need to start work. Use it at the start of each monthly close, tax engagement, or cleanup project.

## Prompt

## Context
You are an assistant to a [YOUR ROLE — e.g., solo bookkeeper, CPA] who needs documents from a client before starting [ENGAGEMENT TYPE — e.g., the March close, the 2025 tax return]. The client is [CLIENT FIRST NAME], who runs [BUSINESS TYPE]. Relationship tone: [TONE — e.g., friendly long-term client, newer and more formal].

## Task
Write the first document request email. Include:
- One opening sentence stating what the request is for and the date the documents are needed: [DUE DATE].
- A numbered list of the documents: [DOCUMENT LIST]. One document per line, each specific enough that the client knows exactly what to pull.
- How to send them: [DELIVERY METHOD — e.g., portal link, secure upload].
- One closing line on what happens once everything arrives (for example, "I'll start the close the day these are in").

## Standards
- Under 150 words. Include a subject line that names the engagement and the due date.
- Plain language the client uses. Say "bank statements," not "source documents."
- State the period on every item ("March 2026 bank statements," never "recent statements").
- No apology for asking. Requesting records is normal workflow, not an imposition.
- Close with the next step, not "let me know if you have questions."
If any input above is missing or unclear, ask me before drafting — do not guess at documents, dates, or delivery method.

## Variables

- [YOUR ROLE]
- [ENGAGEMENT TYPE]
- [CLIENT FIRST NAME]
- [BUSINESS TYPE]
- [TONE]
- [DUE DATE]
- [DOCUMENT LIST]
- [DELIVERY METHOD]

## Input checklist

- [ ] The exact document list, with the period each item covers
- [ ] A real due date tied to your work schedule, not a guess
- [ ] Delivery method and the correct portal or upload link
- [ ] Client first name and a one-word read on the relationship tone
- [ ] Confidentiality: use first names and generic business detail only, or confirm your AI tool is approved under your firm's confidentiality policy

## Verification checklist

- [ ] Every document on your list made it into the email — nothing dropped, nothing invented
- [ ] Each item names its period ("March 2026 bank statements"), not a vague range
- [ ] The due date matches your actual schedule and appears once, clearly
- [ ] Delivery method and link are correct — the AI cannot know your portal URL
- [ ] Nothing on the list is something the client already sent; check your portal before sending
- [ ] Tone fits this client; firm up or soften before it goes out

## Sample output

Sample output — AI-generated from sample inputs:

Subject: March close — 4 documents needed by April 8

Hi Dana,

I'm ready to start your March books. I need four things by Tuesday, April 8:

1. March bank statements — both the operating and payroll accounts
2. March credit card statement (Chase Ink ending 4471)
3. Receipts or invoices for any equipment purchases over $500
4. March payroll reports from Gusto, if you ran any off-cycle payrolls

Upload everything here: [portal link]. The portal is secure — please don't email statements as attachments.

Once these arrive, your March financials go out within five business days.

Thanks,
Sam

## Customization notes

Swap the document list by engagement type — tax prep, sales tax filings, and cleanup projects each need different items. For clients who send partial sets, add a line stating the clock starts when the last item arrives. Pair this with the reminder and final notice prompts in this section to run the full chase sequence.

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From The Accountant & Bookkeeper Advisory Library — vetslearn.com/libraries/accountant