Effective communication is simple in theory. Emails are the most common and traceable way to get in touch, send information and give instructions. Email templates make an accountant’s life even easier.
Yet, 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.
As clear and coherent writing is an art, there’s no point in reinventing the wheel. We’ve put together email templates for the most common situations of an accounting business. Just fill in the blanks!
An even better hack! 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.
Two ways to learn more about how the Uku emails app helps you save time from writing and sending emails
- Learn more from the help centre >
- The easier way and a special offer! Let someone else show you. Book a free personal demo with Uku’s expert and get a 20€ gift card!
Important to keep in mind with 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
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
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 say it takes 5 follow-ups to close a sale; others say even as much as 7. 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, immediately welcome them to your firm and tell them what to expect. Figuratively speaking, it’s the same as welcoming a long-awaited guest to your house – you should 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. This might be something they even didn’t 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]
If this interests you or 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 it. 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].
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.
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.
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
With a referral email, you use your existing customers to find potential new clients. 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)
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 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. 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]
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.
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.
