First reminder (a few days after asking)
Subject: Quick check-in on your September documents
“Hi Mia, just a friendly nudge on the documents for your September close. Still to come: the statements for both business accounts and the receipts over $75. You can upload them or reply using the link below. Thanks! Sean”
Second reminder (about a week later)
Subject: Two things still needed by Friday
“Hi Mia, we’re nearly there. To close September by Friday the 10th, I still need: 1. The statement for the account ending 4411. 2. Receipts over $75. Everything else is in, thank you. The link below takes about a minute. Sean”
Final reminder (before stepping in)
Subject: Last call for the September statements
“Hi Mia, the statement for the account ending 4411 is the last thing holding up your September books. If it’s easier, reply with a time and I’ll call to sort it out together. Otherwise you can upload it with the link below. Thanks, Sean”
What makes these work
- They only list what’s missing. Clients see progress instead of the whole list again.
- They’re short. Readable in a few seconds on a phone.
- They give a real date. And, when it helps, the reason behind it.
- They make sending one step. A link, not “please attach and reply”.
- They get gradually firmer. Friendly first, clear second, a personal offer last.
Or let them write themselves
Follow Up With writes reminders like these for each client, in your tone, listing only what’s still missing. It sends them on a schedule you set, during business hours, and stops when everything’s in. You can read each one before it goes.