Send one request that lists every document
Clients put off requests they can’t finish in one go. Give them the full list up front, numbered, so they can see the end. If some items depend on others (“the final invoice, once the project is approved”), save those for later instead of mixing them in.
Be specific about each item
“Bank statements” gets you the wrong month. “September statements for every business account, all pages, as PDFs” gets you what you need. Specific requests are also faster for the client, because they don’t have to guess.
Give them one place to send it
A single private link where they can upload, reply or mark something done, with no login. When everything goes to one place, you can see at a glance what’s in and what isn’t.
Set a deadline, and explain why
A date and a reason (“so we can file before the 15th”) moves documents up a client’s list. Without one, your request competes with everything else they’re doing.
Follow up automatically, only about what’s missing
Most documents arrive after a reminder. Schedule them: a friendly nudge after a few business days, then a little more direct each week. Each reminder should list only what’s still outstanding, so clients see progress, not the whole list again.
An example request email
“Hi Mia, to get your September books closed, could you send these by Friday the 10th? 1. September statements for both business accounts (PDF, all pages). 2. Receipts for purchases over $75. 3. The signed engagement letter. You can upload them or just reply using the link below, whichever is easiest. Thanks, Sean”
Follow Up With writes requests like this for you from a quick note (“Sept statements, receipts over 75, engagement letter, by Friday”), sends the reminders, and checks each document as it arrives.