Accountant
AI Prompts for Accountant Client Emails
Start with Step 1See an example
- Who it is for
- Accountants, bookkeepers and firm staff who write the same kinds of client emails every week (document requests, reminders, explanations of work already done) and want them clear, friendly and accurate.
- Outcome
- Client email drafts in your firm's voice, using only the figures, dates and positions you paste. Each draft includes a checklist of every number and date for you to confirm against your records before sending. The emails explain your work; they don't give new tax or legal advice.
These prompts are plain text, so they work in whichever AI chat tool you use. Paste each step into the same chat so the AI keeps the context from earlier steps.
Step-by-step prompts
How to use it: replace the words in [brackets] with your details, paste Step 1 into your AI tool and answer any questions it asks, then paste the next steps into the same chat. Read and edit the result before you use it.
Step 1
Set the voice and the limits
I'm an accountant writing client emails. Our firm's voice: [DESCRIBE, or paste a past email you liked]. Rules for every email in this chat: - Use only figures, dates, deadlines and conclusions I paste. Never calculate, estimate or invent numbers. - Don't give tax, legal or investment advice, and don't interpret tax law. If a client question needs advice, write "ADVICE NEEDED: [question]" so I can answer it myself. - No scare language and no promises about outcomes, refunds or audits. Reply "Ready" when you understand.
Step 2
Write a document request
Write a document request email for [CLIENT TYPE, no names]. What we need: [LIST DOCUMENTS]. Deadline: [DATE I'VE CONFIRMED]. How to send it: [OUR SECURE METHOD]. Keep it short, list the documents as bullets, and remind them not to send sensitive documents by regular email if we have a secure portal.
Step 3
Explain work you've already done
Explain this to the client in plain language. Here are the figures and conclusions I've already prepared and reviewed: [PASTE]. Write an email that says what each figure is, what it means in everyday words and what the client needs to do next, if anything (only actions I list here: [LIST]). Don't add any figure, recommendation or explanation that isn't in what I pasted.
Step 4
Send a gentle reminder
The client hasn't responded to my request from [DATE]. Write a friendly reminder under 100 words that restates what's needed and the deadline I've confirmed, and makes it easy to reply with questions. Don't mention fees or penalties unless I paste the exact wording our firm uses.
Step 5
Run a final check
Review the draft email and give me: 1. A list of every number, date and deadline in it, so I can check each against my records 2. Anything that sounds like tax, legal or investment advice beyond what I pasted 3. Any wording a client might misread as a promise Then give me the cleaned-up version.
Example of good output
Illustrative example, fictional client; not real figures or model output:
Subject: Documents needed for your [year] return
"Hi [first name], to get your return started, please send us:
- Year-end statements from your bank accounts
- Your [form type] from each employer
- Receipts for the home office expenses we discussed
Please upload them to the client portal by [confirmed date]. If anything's missing or unclear, just reply here and we'll help."
Check before sending: [year]; [confirmed date]; form type matches the client's situation.
Tips and pitfalls
- You review every figure. The AI only rewrites numbers you've already prepared. Check each one in the final checklist against your workpapers before sending.
- No advice in the draft. Explaining completed work is fine. New advice, interpretations of tax law or planning suggestions come from you, not the draft.
- Use placeholders for client details. Use an AI tool your firm allows, and replace names, tax ID numbers, account numbers and addresses with placeholders before pasting.
- Keep sensitive documents off email. Point clients to your secure portal or the method your firm requires.
- Follow your firm's policies. Engagement letters, fee language and professional standards set what you can say. Paste approved wording rather than letting the AI write it.
FAQ
Can the AI calculate a client's tax for me?
No. Use your own software and review process for calculations. These prompts only help you explain figures you've already prepared.
What if a client asks a tax question in their reply?
Answer it yourself or ask a colleague. If you use the AI to help word your reply, paste your answer in and ask it to make it clearer, not to come up with the answer.
Can I use this for engagement letters?
Use your firm's approved engagement letter templates. Those have professional and legal requirements that a general email draft shouldn't change.