11 Must-Have Accounting Email Templates for Accounting Firms in 2026

Effective communication is simple in theory. Emails are the most common and traceable way to communicate, send information and give instructions. It’s also a great way to do email marketing as an accountant or ask for referrals to bring on new clients. Email templates make an accountant’s life even easier. Whether you need Xero or QuickBooks email templates – we’ve got you!

If you’re looking for templates to use with Uku’s tasks, billing, etc. check out our accounting and bookkeeping templates.

Here are 11 must-have accountant email templates for your bookkeeping firm:

1. Proposal follow-up email template
2. Onboarding email template
3. New product/service introduction email template
4. Information request email template (request documents)****4.1. Reminder 1
   4.2. Reminder 2
5. Feedback email template (Survey)
6. Asking for reviews email template
7. Referral email template
8. Contract review email template (book a call)
9. Introducing changed policies (or notifying about any new) email template
10. Change in person of contact (new accountant) email template (or change in the company’s board)
11. Asking for payment email template
    11.1. Statement of account email template

The average accounting office worker receives countless emails every day, and accountant email inboxes are no different. Leaving a good impression and getting your point through or getting the email opened is harder than ever. We’ve put together email templates for the most common situations of an accounting business.

Just fill in the blanks!

An even better hack is automating email templates with placeholders. Uku’s Emails app makes using email templates even more effective. After entering email templates to Uku, set automation, and Uku sends the right email, reminder or request at the right time. For example, Maggie Stancheva, the co-founder of VEDA Accounting, is a fan of automating and believes that this is the key to a successful accounting business.

If your templates include graphics or forms, convert them to PDF before sending with one of these ODG-to-PDF converters.

Two ways to learn more about how the Uku emails app helps you:

• Learn more from the help centre ›

Important to keep in mind with professional accounting emails:

• Write a clear subject line
• Keep the message clear and brief
• Include all the relevant information
• Structure and format to bring out the most important part (e.g. it’s easier to read bullet points than follow instructions from one long sentence)
• Be polite
• Proofread – Use a template checker to quickly review structure, clarity, and formatting before sending, ensuring each email stays professional and easy to read.
• Name what you are sending – if documents are attached, list them in the body so the client knows what to look for. Most firms default to “please find attached”; varying the phrasing keeps every message from opening the same way.

1. Accounting email template: Proposal follow-up

You’ve sent a proposal but haven’t received an answer. Some say it takes 5-7 follow-ups to close a sale. We’re all busy, so emails often go unopened or unanswered. This template helps you kindly nudge the potential customer to accept the offer again.

2. Accounting email example: Onboarding a new client

Once you’ve closed a new customer, welcome them to your firm and tell them what to expect. It’s the same as welcoming a long-awaited guest to your house – show them around and let them know when the dinner is served and where to find the towels.

3. Accounting email template: Offering new products or services introduction

Keep your existing customers updated with your new products and services. Your extra services might be something they didn’t even know they needed.

4. Accounting email example: Accounting information request (request documents)

When you need information to complete a task, let the customer know exactly what and by when you need it. Make finding and forwarding the information as simple as possible.

4.1. Information request first client reminder

4.2. Information request second client reminder

5. Accounting email template: Accounting service feedback (Survey)

Regularly asking for feedback is like a self-imposed performance review. Ask your customers to help you help them. This way, you’ll know how to better serve your next customer. Stay on top of client satisfaction in your accounting firm.

6. Accounting email marketing example: Asking for reviews from clients

Most company reviews don’t happen on their own. If you’ve had a successful project or a long-term satisfied customer, don’t hesitate to ask for a review yourself. If they like you, they’ll gladly lend you a helping hand.

7. Accounting email marketing template: Asking for referrals from accounting clients

Use your existing customers to find potential new clients. Loyal clients will recommend you to their friends anyway. Don’t be shy to ask about companies with similar challenges or needs. The best time to ask for introductions is after positive feedback or a successful project.

Strengthen the follow-up with custom HTML email templates – branded, mobile-ready, and layered with testimonial snippets, referral incentives, and clear CTAs – so every introduction request feels personal and drives real opportunities.

8. Accounting email example: Book a call for contract review with client

Business relationships change. Holding regular contract reviews helps keep your business in order and agreements – and the fee – up to date.

9. Accounting email template: Introducing changed policies or notifying about any new policies

Keep your customers up to date with all relevant policy changes.

10. Accounting email example: Change in person of contact when hiring a new accountant or change in the company’s board

Ensure to keep your customers updated about all relevant personnel changes so they can reach you when needed, with a B2B email marketing agency ensuring timely, professional communication.

11. Accounting email template: Asking for payment

Sometimes, invoices get lost, or the customer forgets to send them. This template helps you remind your accounting firm clients of the payment without making things awkward. When more than one invoice is open, skip the single reminder and send a statement of account instead – template 11.1 below.

11.1. Statement of account email template (account statement)

A payment reminder chases one invoice. A statement of account shows the client everything that is open: every unpaid invoice, what has already been paid, and the balance left. Send it monthly to clients who run a few invoices at a time, and at quarter end to everyone – most late payments are a bookkeeping mismatch on the client’s side, not a refusal to pay. Attach the account statement itself as a PDF and keep the email short.

That’s it for today! Thank you for reaching the end, and I hope you found something new to make your emails easier.

Try the email templates today and check out how Uku’s Emails app can make your life even easier. Read more about how to set up the Emails app.

If you’re feeling extra lazy or perhaps productive and want a good hack – use a client portal. This way, you’ll simplify client communication even more than just automating emails.

If you’ve started creating email templates for various functions, consider integrating sophisticated (email delivery services with) Maileroo. It’s an ideal platform tailored for developers and marketers, enhancing your customer engagement through advanced SMTP Relay and Email APIs. By automating your processes, you can deliver timely communications that land exactly where they belong – in the inbox.

Want to send these emails automatically?

Book a demo with Uku’s digitisation expert to learn how to make your accounting work easier and faster than ever.