Self Assessment client email templates

SubjectYour [2025-26] tax return: what we need from you

Hi [First name],

The [2025-26] tax year ended on 5 April, so we can start your Self Assessment return. Please send us:

- Your P60, and any P45 or P11D from employers
- Income and expenses for your business, or your bookkeeping reports
- Rent received and costs for any property you let
- Bank and building society interest, and dividend vouchers
- Pension contributions and Gift Aid donations
- Details of anything you sold, such as shares or property

If something does not apply, just tell us. Please send everything by [your deadline] so we can tell you what you owe well before January.

Kind regards,
[Your name]
[Practice name]

SubjectReminder: a few things still needed for your tax return

Hi [First name],

Thank you for what you have sent so far. To finish your [2025-26] return we still need:

- [Missing item 1]
- [Missing item 2]

Could you send these by [date]? Records received after [your deadline] are prepared after everyone else’s and may carry a late-records fee.

Kind regards,
[Your name]
[Practice name]

SubjectYour [2025-26] tax return is ready for you to check

Hi [First name],

Your [2025-26] return is ready. In the next few minutes you will receive an email headed “Please approve your tax return”. It shows your income and the estimated [amount to pay / refund] of [£amount].

Please check the figures and choose Approve or Decline within 14 days. If anything looks wrong, decline and tell us what to change. We file with HMRC as soon as you approve.

Kind regards,
[Your name]
[Practice name]

SubjectTax to pay by 31 January: [£total]

Hi [First name],

A reminder that HMRC needs [£total] by 31 January. This is your balancing payment for [2025-26] and your first payment on account for [2026-27]; the payment note we sent sets out each amount.

Pay online through GOV.UK using your payment reference: [UTR]K.

Kind regards,
[Your name]
[Practice name]

SubjectSecond payment on account due 31 July: [£amount]

Hi [First name],

Your second payment on account of [£amount] towards your [2026-27] tax bill is due by 31 July.

Use the same reference as before: [UTR]K.

If your income has dropped this year, we may be able to reduce this payment. Reply to this email and we will check.

Kind regards,
[Your name]
[Practice name]

SubjectThank you, and a note for next year

Hi [First name],

Your [2025-26] return has been accepted by HMRC. Thank you for getting everything to us.

For next year, [one thing that would help, for example keeping mileage records monthly]. We will be in touch in April with the records request.

Kind regards,
[Your name]
[Practice name]