Making Tax Digital · Accountants
Three practice email templates for clients with an overdue MTD update
ONLY£15A MONTHA useful reminder explains what is outstanding, why it matters and the next action the client should take.
A useful reminder explains what is outstanding, why it matters and the next action the client should take. The tone can be reassuring without suggesting that the obligation has disappeared. Adapt the templates below to the actual client, business, tax year and agreed service.
Template one: a gentle reminder
Subject: Your MTD update: the next step
Hi [first name],
Our records show that the quarterly update for [business and period] is still outstanding. The next item we need is [specific record, explanation or approval]. Please provide it through [agreed secure route] by [agreed response date].
HMRC has confirmed that there are no penalties for missing quarterly-update deadlines for 2026/27. The reporting requirement remains, so we would like to help you complete the update and keep the next period on track.
If you have already completed this elsewhere, please let us know and provide the submission confirmation through the secure route so we can update our records.
Kind regards, [sender]
Template two: protecting the annual timetable
Subject: Action needed to complete your MTD records
Hi [first name],
We still need [specific items] for [business and period]. Without these, we cannot complete the relevant review and reporting work under our engagement.
Outstanding quarterly work needs to be resolved before the relevant MTD annual return can be completed. For 2026/27, that annual-return deadline is 31 January 2028; the separate 2025/26 return is normally due online by 31 January 2027.
Please send [items] through [secure route] by [response date], or contact us to agree a realistic recovery plan. We will then confirm the remaining work and any effect on our delivery timetable.
Kind regards, [sender]
Template three: an invitation to managed support
Subject: Would a managed MTD service suit your business?
Hi [first name],
We understand that keeping records current can be difficult alongside running the business. If you would prefer more support, we can discuss a service covering [specific available tasks].
We will explain the work you retain, the transaction or service limits, annual-return coverage and the full price, including software and VAT, before you decide. No service change is required simply because we have sent this message.
If this would help, please reply with a suitable time to discuss your records and the support you need.
Kind regards, [sender]
Automate only after verifying the status
A practice workflow such as Karbon can support an agreed reminder process where its current capabilities allow. Confirm the recipient, outstanding obligation and any supported connection before triggering a sequence. Stop reminders when the status changes; an accepted update should not generate another overdue message.
Worked example: a reminder that resolves one issue
The practice needs an explanation for a £3,000 transfer, not another copy of all bank records. It replaces the generic template placeholder with that specific request and uses the secure client portal for the response.
Once resolved, the client status and source record are updated together. The reminder has a concrete purpose and a clear stopping condition.
Make responsibility visible at each stage
An effective practice process identifies who supplies the records, who resolves queries, who reviews the figures and who submits. Record those responsibilities in the engagement and workflow. Do not rely on the assumption that somebody else has completed the final step.
Agent authorisation is also separate from client consent to a commercial service. Use HMRC's correct MTD authorisation process and the agent's own access. A client should not hand over their Government Gateway password simply to make the process more convenient. HMRC explains how to authorise an agent.
Track each relevant business and period. A green client-level indicator can hide an outstanding property update if the sole-trade update has been completed. Store the approved figures and acknowledgement against the correct record.
For recurring work, use a short exception list rather than sending the client every transaction again. Give each question a reference, amount and clear request. Access controls and a secure reply route matter, especially where the same practice handles several family members or businesses. Good workflow design reduces repeated questions without replacing professional judgement.
Share the information needed for the task
Tax records need to be useful without containing unnecessary personal detail. Keep payment references sufficient to reconcile the accounts, and hold sensitive client notes in the appropriate restricted system. Financial software should not become a second, informal store for clinical notes or identity documents.
Use individual accounts and the access controls available for the service. Remove access when a working relationship ends. A secure product can still be misused through shared sign-ins, forwarded access links or files sent to the wrong person.
For Open Banking, distinguish account-information access from payment initiation. Read the consent screen and check the authorised provider. Account-information permission does not itself authorise moving money, but Open Banking as a whole also includes separately authorised payment services. The FCA explains these different services.
If you need an assurance about encryption, hosting, retention or security testing, ask for the current documented answer. Terms such as “bank-grade” do not tell you which controls apply to a particular service. Choose a workflow whose permissions and responsibilities you understand, and protect the email or phone account used to recover access.
Personalise before sending
Replace every bracketed field, check the tax year and confirm the engagement scope. Use the client's established contact details and secure document route. These templates are drafts for your practice to adapt; no messages have been sent.
Take the next step
Avona.app offers a self-service route from £15/month. Bring your records together, review the figures and choose a workflow that fits your business. For professional help, discuss the scope and total price of Avona Concierge, managed by chartered accountants, before choosing a service.