16 accounting email templates for every core client touchpoint

For most firms, email communication flies under the radar until it starts draining time.

Typing things out as you go feels quicker at first. But once you’re juggling dozens (or even hundreds) of clients, those “quick notes” pile up. So do the mistakes.

Clients miss deadlines because a reminder didn’t land. Team members rewrite the same email ten different ways. And that polished, professional image? It fades with every improvised message.

That’s why we’ve pulled together a list of go-to accounting email templates firms rely on every day — and in this article, we’ll share them with you, along with practical tips for writing them, shaped by what we’ve learned from thousands of teams.

Core email templates for accounting firms

We’ve collected 16 must-have accounting email examples — from email marketing templates that nurture leads to everyday messages that support your firm’s operations. 

Here’s what to include in your firm’s email playbook:

Prospect & pre-client stage 

1. Initial inquiry response

2. Engagement letter delivery

Client onboarding & setup 

3. Welcome and onboarding

4. Client portal access reminder

5. Document request

Ongoing client work

6. Follow-up reminder

7. Invoice payment reminder

8. Payment confirmation

9. Meeting scheduling

10. Service completion notice

Firm updates & announcements

11. New service announcement

12. Policy, process, or fee update

Retention & relationship building

13. Feedback and testimonial request

14. Client milestone message

15. Pre-tax season check-in

16. Referral introduction

Need more than just emails? Explore our library of accounting templates — proposals, invoices, client onboarding, and more.

Prospect & pre-client stage

1. Initial inquiry response

This is your go-to reply when someone expresses interest — just to confirm you got their message.

Subject: Thanks for reaching out — we’ll be in touch soon

Hi [FIRST_NAME],

Thanks for contacting us! We’ve received your message and will follow up shortly to learn more about what you need.

If you have anything urgent or want to share more details in the meantime, feel free to reply to this email.

Talk soon,

[YOUR FIRM NAME]

2. Engagement letter delivery

Once a prospect is ready to move forward, send this email with the engagement letter and simple next steps.

Subject: Your engagement letter is ready to sign

Hi [FIRST_NAME],

We’ve prepared your engagement letter — it outlines what we’ll handle, how we’ll work together, and what comes next. Please take a few minutes to review and sign it this week.

[Link to engagement letter]

Once it’s signed, we’ll send you access to your client portal and start the onboarding process.

Let us know if you have any questions. We’re happy to help.

Warmly,

[YOUR FIRM NAME]

Client onboarding & setup

3. Welcome and onboarding

Once the engagement letter is signed, send this email to welcome the client and share everything they need to get started.

Subject: Welcome to [YOUR FIRM NAME] — let’s get started

Hi [FIRST_NAME],

We’re excited to have you on board — thanks for choosing [YOUR FIRM NAME]!

To get started, please activate your secure client portal. It’s where you’ll upload documents, sign forms, pay invoices, and communicate with us.

Check your inbox for an email with your personal activation link. If you’ve already signed up, you can log in here: [Portal Login Link]

Prefer mobile?

You can also download the app:

• [iOS App Link]
• [Android App Link]

Once you’re in, we’ll guide you through uploading your first documents and completing any outstanding items.

Need help? Just reply to this email or visit our [Client Help Center].

Welcome aboard,

[YOUR FIRM NAME]

4. Client portal access reminder

If a client hasn’t logged into their portal within a day or two, send this quick nudge to keep things moving.

Subject: Your client portal is ready — just one step left

Hi [FIRST_NAME],

Just a reminder — your secure client portal is ready to go, but we noticed you haven’t logged in yet.

You should’ve received an activation email. If not, let us know and we’ll resend it. Or you can log in here: [Portal Login Link]

This is where you’ll upload documents, e-sign forms, and stay in touch with us, all in one place.

Let us know if you need help.

[YOUR FIRM NAME]

5. Document request

When you’re ready to begin work, use this email to request the documents you need to get started.

Subject: To get started, we’ll need a few documents

Hi [FIRST_NAME],

We’re ready to begin — we just need a few documents from you to get started:

• [Document 1]
• [Document 2]
• [Document 3]

Please upload them to your client portal here: [Portal Link]

If you’re unsure about anything or need help, reply to this email, and we’ll walk you through it.

Thanks,

[YOUR FIRM NAME]

Ongoing client work

6. Follow-up reminder

When you’ve already asked for something — like a document or a form — and haven’t received a response, use this gentle nudge.

Subject: Quick follow-up on [missing item]

Hi [FIRST_NAME],

Just a quick reminder — we’re still waiting on [what you’re waiting for, e.g., your signed form / uploaded documents] to move forward.

You can upload it to your portal here: [Portal Link]

If you have any questions, just let us know.

Thanks!

[YOUR FIRM NAME]

7. Invoice payment reminder

If a payment is overdue, send this polite but clear reminder with a link to the invoice.

Subject: A quick reminder about your invoice

Hi [FIRST_NAME],

Just a heads-up — we noticed your invoice is still unpaid. You can view and pay it anytime by logging into your client portal:

[Portal Link or Invoice Link]

If you’ve already taken care of it, feel free to disregard this message. Otherwise, please let us know if you have any questions or need more time.

Thanks,

[YOUR FIRM NAME]

8. Payment confirmation

Send this after receiving a payment to confirm it’s been processed and thank the client.

Subject: Payment received — thank you!

Hi [FIRST_NAME],

We’ve received your payment — thank you!

If you need a receipt or have any questions about your account, feel free to reach out.

Best,

[YOUR FIRM NAME]

9. Meeting scheduling

When it’s time to book a tax planning session, review, or check-in, send this with your calendar link.

Subject: Let’s schedule our next meeting

Hi [FIRST_NAME],

We’d like to schedule a quick meeting to [reason — e.g., review your quarterly financials / discuss your tax prep / check in on your books].

You can book a time that works best for you here:

[Insert scheduling link]

If none of the available times work, reply to this email, and we’ll find something else.

Looking forward to catching up!

[YOUR FIRM NAME]

10. Service completion notice

Let your client know a job is done — and what to expect next, if anything.

Subject: Your [service name] is complete

Hi [FIRST_NAME],

We’ve completed your [e.g., tax return / monthly bookkeeping / financial report], and everything has been uploaded to your client portal.

[Link to portal or specific folder]

If you have any questions or want to schedule a quick review, just let us know.

Thanks again for working with us,

[YOUR FIRM NAME]

Firm updates & announcements

11. New service announcement

When you’re offering a new service, use this email to let clients know what it is and how they can take advantage of it.

Subject: New service alert: [Service Name] is now available

Hi [FIRST_NAME],

We’re excited to let you know we’ve just launched a new service: [Short service description — e.g., Monthly CFO insights for growing businesses].

It’s designed to help clients like you [benefit statement — e.g., make better financial decisions with expert guidance all year long].

Want to learn more or see if it’s a fit for you?

Book a quick call: [Scheduling link]

Or reply to this email and we’ll be happy to walk you through it.

Thanks for being part of [YOUR FIRM NAME],

[YOUR TEAM]

12. Policy, process, or fee update

Use this email to communicate any important changes to how your firm operates — billing, deadlines, communication, etc.

Subject: We’re updating our [policy/fees/process] — here’s what you need to know

Hi [FIRST_NAME],

We wanted to let you know about an upcoming change to [policy/process/fee structure].

Here’s what’s changing:

• [Brief summary of change]
• [When it takes effect]
• [Why it matters to the client]

We’re making this change to [reason — improve service, simplify billing, stay aligned with best practices, etc.].

If you have any questions or want to discuss how this impacts your account, feel free to reply directly to this message.

Thanks for your continued trust,

[YOUR FIRM NAME]

Retention & relationship building

13. Feedback and testimonial request

Send this after a project wraps or during a natural pause — it helps you collect social proof and improve your service.

Subject: Got a minute? We’d love your feedback

Hi [FIRST_NAME],

Thanks again for working with us — we really appreciate your trust.

If you have a minute, we’d love to hear how your experience was. Your feedback helps us grow and lets others know what to expect when working with us.

[Link to review form or site]

Thanks in advance,

[YOUR FIRM NAME]

14. Client milestone message

Whether it’s a birthday, anniversary with your firm, or business milestone — a small note goes a long way.

Subject: Happy [occasion], [FIRST_NAME]!

Hi [FIRST_NAME],

Just wanted to wish you a happy [birthday/client anniversary/business milestone]! We love working with you and appreciate having you as part of the [YOUR FIRM NAME] community.

Hope you have a great day,

[YOUR TEAM]

15. Pre-tax season check-in

Great for retaining clients year-over-year. Use it to re-engage and prep them for what’s coming.

Subject: Ready to get a head start on tax season?

Hi [FIRST_NAME],

Tax season is just around the corner, and we’d love to get ahead of it with you.

We’ll be opening up our calendar for tax prep soon, and it’s a good time to start gathering your documents and updating any financial info.

If you’d like to get started early, just reply to this email or log in to your portal here: [Portal Link]

Let us know how we can help,

[YOUR FIRM NAME]

16. Referral introduction

Send this when someone has referred a new client — it welcomes the referral and acknowledges the original client if needed.

Subject: [Referrer’s Name] recommended we connect

Hi [FIRST_NAME],

[Referrer’s Name] mentioned you might be looking for help with [brief description of service, e.g., your business taxes or monthly bookkeeping]. We work with clients in similar situations and would be happy to see if we’re a good fit.

If you’re interested, here’s a quick link to book a call or share more details:

[Scheduling link or intake form]

There’s no pressure — just a chance to learn more and answer any questions you might have.

Looking forward to connecting,

[YOUR FIRM NAME]

Best practices for effective email communication

A well-crafted accounting email sets the tone for your client relationship. Here are five proven ways to make every message clearer, more useful, and easier to act on:

1. Stick to one topic.

If an email includes too many asks or updates, it’s easy for something to get lost. Keep each message focused on a single topic or action, especially when you need a timely response or want to track what was completed.

2. Be clear, be brief.

Your clients are busy. They need to know what you’re saying and what they should do next. Use short paragraphs, simple language, and bullet points when listing multiple items. Start strong, skip the fluff, and lead with the takeaway.

3. Personalize and sound human.

Even with templates, every email should feel like it came from a real person. Add a name, context, or a quick line that shows you know who you’re writing to. Some systems, like TaxDome, let you keep notes right on the client profile so you always have the context to make emails feel personal.

4. Test and improve over time.

Not every email will land perfectly the first time. Track responses and try small changes to subject lines, phrasing, or send times. Over time, this kind of A/B testing helps you fine-tune your messages for better open rates and faster replies.

5. Don’t overlook security.

Accounting emails often involve sensitive data. Avoid sending documents as attachments when possible. Instead, use a secure client portal for sharing and collecting information. It’s safer for your clients and easier for your team to track.

Speaking of portals, email doesn’t operate in a vacuum. The way your firm manages communication, tracks client interactions, and automates follow-ups is just as important as how each message is written.

Why your email strategy needs a CRM behind it

When email threads are scattered and disconnected from your workflow, even the best-written accounting emails can get overlooked or lost entirely. That’s why a CRM — one built specifically for accounting — is essential.

Take TaxDome, for example. Its CRM starts with a built-in library of templates, not just for emails but also for invoices, engagement letters, and more. Need inspiration? The TaxDome Marketplace lets firms share their own accounting email examples, so you don’t have to start from scratch.

But templates are just the beginning.

With TaxDome, you can automate client reminders, send messages via email or SMS, and even chat securely with clients — all in one place. Every message is logged automatically in the client’s account, so your entire team sees the full communication history without digging through inboxes.

And from the client’s side? Everything is consolidated in one custom-branded portal they can access from desktop or mobile. They can upload documents, sign forms, pay invoices, and communicate with your team — without juggling platforms or chasing down emails.

Most importantly, all of this connects with your workflows. TaxDome ties together your CRM, client communication, document management, and task tracking — giving your firm a single source of truth and helping you scale without losing visibility.

Wrapping up

Emails are a reflection of your firm’s professionalism, efficiency, and attention to detail. Standardizing the most common messages with templates doesn’t just save time; it ensures consistency and clarity across your team.

But templates work best when they’re part of a bigger system — one that brings together your CRM, client portal, workflows, and communication tools in one place.

If you’re ready to build a smarter, more scalable email strategy, the right tools make all the difference. And that’s where platforms like TaxDome come in.