11 must-have email templates for accounting practices

Effective communication is simple in theory. Emails are the most common and traceable way to get in touch, send information and give instructions.

Yet, the average office worker receives countless emails every day. Leaving a good impression, getting your point through or the email opened in the first place is harder than ever. 

As clear and coherent writing is an art of its own, there’s no point in reinventing the wheel. We’ve put together email templates for most common situation of an accounting business. Just fill in the blanks.

Important to keep in mind: 

• Write a clear subject line 
• Keep message clear and brief
• Include all the relevant information 
• Structure and format to bring out the most important part (e.g. it’s easier to read bullet points than follow instructions from one long sentence) 
• Be polite
• Proofread
  

Here are 11 must-have email templates for your accounting practice:  

1. Proposal follow-up email template
2. Onboarding email template
3. New product/service introduction email template
4. Information request email template (request documents)
   4.1. Reminder 1
   4.2. Reminder 2
5. ‍Feedback email template (Survey)
6. Asking for reviews email template
7. Referral email template
8. Contract review email template (book a call)
9. Introducing changed policies (or to notify about any new) email template
10. Change in person of contact (new accountant) email template (or change in the company’s board)
11. Asking for payment email template

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1. Proposal follow-up email template 

If you’ve sent a proposal but haven’t got an answer, it’s not the time to throw in the towel. Some people say it takes 5 follow-ups to close a sale, some say even as much as 7. We’re all busy so emails just end up unopened or unanswered. This template helps you kindly nudge the potential customer to take up on the offer again. 

Subject line: [Product/service name] proposal

Hi [Name],

Thank you for a great [call/meeting] last week. 

Have you had a chance to go over the proposal I sent on [date/weekday]. I’ve re-attached a copy below. 

Should you have any additional questions, please let me know via email or let’s have a quick call. I’m available at [several options] - let me know if any of these work for you. 

I’m looking forward to your reply!

[Your name, title and company name]

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2. Onboarding email template 

Once you’ve closed a new customer, immediately welcome them to your firm and let them know what to expect. Figuratively speaking, it’s the same as welcoming a long-awaited guest to your house - you should show them around, let them know when the dinner is served and where to find the towels. 

Subject line: [Company name] proposal

Hi [Name],

Thank you for partnering with [company name]. We’re looking forward to working with you!

To get started: 

• [add any company-specific information about possible platforms, data import, access rights, contact person, etc.]
• …
  

Please don’t hesitate to get in touch if you have any questions! 

We’re so happy you’re part of this community!

Thanks and regards

[Your name, title and company name]

3. New product/service introduction email template

Make sure to keep your existing customers up to date with your new products and services. This might be something they even didn’t know they needed. 

Subject Line: Introducing [new product/service] 

Hi [Name],

Hope all is going good! We’re happy to let you know that [company name] is now offering [new product/service]. 

[Brief description of new product/service, the pain point it solves and benefits].

[Introductory offer, if you have one]

If this sounds interesting or if you have any questions, please let me know! 

Thanks and regards

[Your name, title and company name]

4. Information request email template (request documents)

When you need information to complete a task, let the customer know exactly what and by when you need. Try to make finding and forwarding the information as simple as possible. 

Subject Line: Information needed by [deadline]

Hi [Name],

We’re currently working on your [task] and need some additional information: 

• [question/document]
• …
  

Can you please send them by [date/weekday]. Without the information we can’t submit the [task] on time and [explain potential problems/consequences if any]. 

If you have any questions or problems with finding the information, let me know!

Thanks in advance

[Your name, title and company name]

4.1. Reminder 1

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Subject Line: Important: information needed by [deadline]

Hi [Name],

I wrote to you on [date/weekday] but haven’t heard back. 

This is a reminder that we need some additional information to complete your [task]. [Explain potential problems/consequences if any]

What we need: 

• [question/document]
• …
  

Kindly please send them by [date/weekday]. 

If you have any questions, let me know promptly!

Thanks

[Your name, title and company name]

4.2. Reminder 2

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Subject Line: Urgent: information needed by [deadline]

Hi [Name],

In case you missed my previous emails, your [task] is due [deadline]. [Explain potential problems/consequences if any]

Please send us the following information: 

• [question/document]
• …
  

Thanks

[Your name, title and company name]

5. Feedback email template (Survey)

Regularly asking feedback is like a self-imposed performance review. Ask your customers to help you help them.

Subject Line: Happy with our service? Not happy? Let us know! 

Hi [Name],

Thanks for working with us! 

We work hard every day to keep your accounts in order so you can focus on your business. If you haven’t had to think about accounting lately, we’re probably doing a good job. 

Yet, there’s always room for improvement. 

Please answer our short survey to help us do even better. You can give us valuable input about [topics, e.g. services offered, service level, administrative questions, pricing] It only takes 5 minutes!

[Survey link]

Thank you in advance! 

[Your name, title and company name]

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6. Asking for reviews email template

Most company reviews don’t happen on their own. If you’ve had a successful project or a long-term satisfied customer, don’t hesitate to ask for a review yourself. 

Subject line: How are we doing? 

Hi [Name],

Thanks for trusting us with your books! We work hard every day to make your life at least a little bit easier. 

If you’re happy with our services, can you please leave a quick review on [platform with link]. Just click on the link, log in, write a few sentences and click submit. 

We really appreciate your feedback and time! 

Thank you in advance! 

[Your name, title and company name]

7. Referral email template

With a referral email you use your existing customers to find potential new clients. Don’t be shy to ask around about companies with similar challenges or needs. The best time to ask for introductions is after some positive feedback or successful project. 

Subject line: Could you give us a referral?

Hi [Name],

We were glad to hear from the recent survey that our services work so well for your team. Our main goal is to offer financial confidence and peace of mind to businesses like yours. 

We’re currently expanding our capacity and could take on a few additional customers. Would you know anyone who’d be a good fit? 

[Set some limiting terms about the company size, sector, etc. if needed]

We’d appreciate any suggestions and introductions. 

Thanks again for your trust and help! 

[Your name, title and company name]

8. Contract review email template (book a call)

Relationships change and the same is true for business relationships. Holding regular contract reviews helps keep your business in order and agreements - and the fee - up to date. 

Subject line: Contract review meeting 

Hi [Name],

Thanks for trusting us with your books! 

To help us support your business, we’d like to invite you to a contract review meeting. We’ll go over the following: 

• Your financial goals and challenges 
• The current scope of services and any changes you might need
• The terms and fee of our contract 
  

Please book a time for a [call duration, e.g. 30-minute] call here: [link]

Please don’t hesitate to get in touch if you have any questions! 

Thanks and regards

[Your name, title and company name]

9. Introducing changed policies (or to notify about any new) email template 

Keep your customers up to date with all relevant policy changes. 

Subject line: [Tax policy name] updates 

Hi [Name],

We’d like to inform you that [description who changed what policy and when will it come into force]. 

[Short description how this might affect the customer.]

Please don’t hesitate to get in touch if you have any questions! 

Thanks 

[Your name, title and company name]

10. Change in person of contact (new accountant) email template (or change in the company’s board) 

Make sure to keep your customers updated about all relevant personnel changes so they can reach you when they need to. 

Subject line: Personnel update: meet [new person’s name]

Hi [Name],

We’d like to introduce you to [the name, title and short description of the new person]. 

[Person’s name] will be taking over your accounts at [time]. [short description of how this affects or doesn’t affect the customer, e.g. the change of contact address].

Please don’t hesitate to get in touch if you have any questions! 

Thanks and regards 

[Your name, title and company name]

11. Asking for payment email template 

Sometimes invoices get lost or the customer just forgets. This template helps you remind them of the payment without making things awkward. 

Subject line: Reminder: payment due 

Hi [Name],

This is a reminder of an invoice due date. I’ve re-attached a copy below for your convenience. 

Thanks

[Your name, title and company name]