Quarterly records request emails, three to copy.

A quarterly records request email goes to each sole trader and landlord client after every Making Tax Digital quarter. It asks for the quarter's statements, invoices and receipts by a date that leaves your practice time to prepare the update.

Below are three short templates to copy: the first request after the quarter ends, a reminder that lists only what's still missing, and a final reminder before your due date. Change the words in [square brackets] and make them sound like you.

What makes clients reply

Clients get the same request four times a year. The emails that work are the ones a client can act on from their phone in a few minutes.

• One clear list. Name each document the same way every quarter, such as "Business bank statements, every account, 6 October to 5 January". By the second quarter your client knows exactly where to find each one.
• One date. Give your due date, not HMRC's. A client who knows the deadline is the 7th will aim for the 7th, and you need the records well before then.
• Nothing they've already sent. A reminder names only what's missing and thanks them for what's in. Repeating the whole list makes them hunt for what's left, and suggests you haven't noticed.
• The quarter's dates, written out. "6 October 2026 to 5 January 2027" makes a statement that stops on 31 December easy to spot.
• One place to send. The same link or address in every email, every quarter.
• An easy "nothing this quarter". Invite the client to say when an item doesn't apply. Silence on one item often holds up the rest.

When to send each quarterly records request email

Work back from HMRC's deadline. Send the request a few days after the quarter ends, make it due 21 days later, and remind at 7 days and 3 days before your due date.

The dates assume HMRC's standard update periods, which end on the 5th. For clients on calendar update periods, which end on the last day of the month, send on the 1st instead. Every date for 2026–27 and 2027–28 is in MTD quarterly deadlines.

Template 1: the first request after the quarter ends

When to use: a few days after the quarter ends, once the last bank and card transactions have cleared.

Subject: Your records for [quarter, e.g. 6 October to 5 January]

Hi [first name],

The quarter from [first day] to [last day] has ended, so it's time
for your records. Please send us:

- [Business bank statements, every account, for the quarter]
- [Credit card statements, any card used for business costs]
- [Sales invoices or your record of takings]
- [Purchase invoices and receipts]
- [A list of costs paid in cash]
- [Anything unusual this quarter, such as equipment bought]

We need them by [due date]. You can upload them here: [link]

If something doesn't apply this quarter, just reply and say so.

Thanks,
[your name]
[practice name]

Use the list from your checklist for that client, in the same order every quarter. What to ask for is in the MTD records checklist for sole traders and the MTD records checklist for landlords.

Template 2: what's still missing

When to use: a week after the request. Some records have usually arrived by now, so name only what's left.

Subject: [number] items still to send for [quarter]

Hi [first name],

Thanks for sending [what's arrived, e.g. your bank statements].
We're still waiting for:

- [missing item 1]
- [missing item 2]

We need these by [due date]. You can upload them using the same
link as before: [link]

If any of these don't apply this quarter, let us know and we'll
take them off the list.

Thanks,
[your name]

If nothing has arrived yet, leave out the thank-you line and list everything. Keep the subject's number honest: it should match the list.

Template 3: the final reminder before your due date

When to use: three days before your due date. Be clear about the date and why it matters, without changing the tone.

Subject: Your records for [quarter] are due on [due date]

Hi [first name],

A reminder that your records for [first day] to [last day] are due
on [due date]. We're still waiting for:

- [missing item 1]
- [missing item 2]

We need a few days after that to prepare your quarterly update
before HMRC's deadline. You can upload them here: [link]

If something is hard to find, reply or call us on [phone number]
and we'll work out what we can use instead.

Thanks,
[your name]
[practice name]

If the due date passes and records are still missing, pick up the phone. A third email rarely does what a short call does.

After the quarter

A quarterly request becomes a habit only if it looks the same every time.

• Save your three emails. Change only the dates, the client's name and the list.
• Change the list when the business changes. A new bank account or a new sales platform goes on next quarter's list for that client.
• Thank the client when everything is in. One line is enough. It tells them the quarter is done.

For more wording, from a first nudge to a polite final notice, see client reminder email templates.

How to do this in GarnerDocs

GarnerDocs sends the request and the reminders for you, with each client's own list. Your MTD software keeps the digital records and sends the update to HMRC: GarnerDocs isn't MTD software and doesn't connect to HMRC.

• The first request. The email lists every item on the client's checklist and your due date, with an Upload documents button. Your client doesn't need an account or a password.
• Reminders that list only what's missing. The default schedule reminds 3 and 7 days after the request. Each reminder thanks the client if something has arrived and lists only what's still outstanding.
• A final reminder with the date. The last step goes 3 days before the due date, and its subject names the date.
• Reminders that stop. Once everything is in, or you complete the request, no more reminders go.
• One quarterly workflow. Choose Quarterly, UK tax quarters and Previous quarter, run it on the 8th and set the due date 21 days later. Each request is titled with the quarter, such as Q3 2026–27.
• Your own words when you need them. Add a one-off reminder with a short message of your own, or set a default request message for every new request.

See How automatic reminders work.

Sources

• Use Making Tax Digital for Income Tax: send quarterly updates, HMRC. Update periods and deadlines. Checked on 26 October 2026.

This guide is general information, not legal or tax advice. Check the dates that apply to each client in their MTD software.