Effective communication is simple in theory. Emails are the most common and traceable way to communicate, send information and give instructions. Email templates make an accountant’s life even easier.
Here are 11 must-have email templates for your accounting practice:
- Proposal follow-up email template
- Onboarding email template
- New product/service introduction email template
- Information request email template (request documents)
4.1. Reminder 1
4.2. Reminder 2 - Feedback email template (Survey)
- Asking for reviews email template
- Referral email template
- Contract review email template (book a call)
- Introducing changed policies (or notifying about any new) email template
- Change in person of contact (new accountant) email template (or change in the company’s board)
- Asking for payment email template
The average office worker receives countless emails every day. Leaving a good impression and getting your point through or the email being opened in the first place is harder than ever. We’ve put together email templates for the most common situations of an accounting business.
Just fill in the blanks!
An even better hack is automating these email templates with placeholders. Uku’s Emails app makes using email templates even more effective. After entering email templates to Uku, set automation, and Uku sends the right email, reminder or request at the right time. For example, Maggie Stancheva, the co-founder of VEDA Accounting, is a fan of automating and believes that this is the key to a successful accounting business.
Two ways to learn more about how the Uku emails app helps you:
- Learn more from the help centre >
- The easier way with a special offer! Book a free personal demo with Uku’s expert and get a 20€ gift card!
Important to keep in mind with professional accounting emails:
- Write a clear subject line
- Keep the 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
1. Proposal follow-up email template
You’ve sent a proposal but haven’t got an answer. Some say it takes 5-7 follow-ups to close a sale. We’re all busy, so emails end up unopened or unanswered. This template helps you kindly nudge the potential customer to accept 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]
2. Onboarding email template
Once you’ve closed a new customer, welcome them to your firm and tell them what to expect. It’s the same as welcoming a long-awaited guest to your house – show them around and 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
Keep your existing customers updated with your new products and services. Your extra services might be something they didn’t even know they needed.
Subject Line: Introducing [new product/service]
Hi [Name],
I hope all is going well! We’re happy to inform you that [company name] offers [new product/service].
[Brief description of new product/service, the pain point it solves and benefits].
[Introductory offer, if you have one]
Please let me know if this interests you or if you have any questions!
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 it. 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].
Let me know if you have any questions or problems with finding the information!
Thanks in advance
[Your name, title and company name]
4.1. Reminder 1
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 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
Subject Line: Urgent: information needed by [deadline]
Hi [Name],
If 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 for feedback is like a self-imposed performance review. Ask your customers to help you help them. This way, you’ll know how to better serve your next customer. Stay on top of client satisfaction in your accounting firm.
Subject Line: Happy with our service? Not happy? Let us know!
Hi [Name],
Thanks for working with us!
We work daily 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]
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. If they like you, they’ll gladly lend you a helping hand.
Subject line: How are we doing?
Hi [Name],
Thanks for trusting us with your books! We work hard daily to make your life a little bit easier.
If you’re happy with our services, please leave a quick review on [platform with link]. Just click on the link, log in, write a few sentences and click submit.
We appreciate your feedback and time!
Thank you in advance!
[Your name, title and company name]
7. Referral email template
Use your existing customers to find potential new clients. Loyal clients will recommend you to their friends anyway. Don’t be shy to ask about companies with similar challenges or needs. The best time to ask for introductions is after positive feedback or a 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)
Business relationships change. 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 fees 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 notifying 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 of who changed what policy and when will it come into force].
[Short description of 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)
Ensure to keep your customers updated about all relevant personnel changes so they can reach you when needed.
Subject line: Personnel update: Meet [new person’s name]
Hi [Name],
We’d like to introduce you to [the new person’s name, title and short description].
[Person’s name] will take 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 forgets to send them. This template helps you remind your accounting firm clients 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]
That’s it for today! Thank you for reaching the end, and I hope you found something new to make your emails easier.
Try the email templates today and check out how Uku’s Emails app can make your life even easier. Read more about how to set up the Emails app.
If you’re feeling extra lazy or perhaps productive and want a good hack – use a client portal. This way, you’ll simplify client communication even more than just automating emails.
And don’t forget the special offer for accounting firms!
Book a demo with Uku’s digitisation expert to learn how to make your accounting work easier and faster than ever, AND receive a 20€ gift card as a thank you for your time.
