sageful Free tool · Paperwork
Chase missing documents, in three short touches.
For CPAs, insurance agencies, lenders and any office that needs paperwork from clients. Use it the moment something is missing.
About 10 minutes to set up once, then 1 minute per client per touch
Why it matters
Most clients aren't ignoring you. They opened the email, didn't know which document you meant, and put it off. 'Please send your documents' is easy to postpone. 'We still need your 2025 W-2 from Acme' is easy to answer.
Chasing costs more than it looks. Every vague request turns into a back-and-forth, a phone call or a file that sits half done until the deadline. Staff end up re-reading the whole file each time to remember what's missing.
A short, planned sequence fixes most of this: one clear ask, one friendly reminder, one final note with a real date. It also gives the client an easy way out, 'tell us if you don't have it', which is often the answer you actually needed.
How to use it
- Fill in the blanks at the top: what the request is for, your deadline and how clients can send things (reply, upload link, drop-off).
- List exactly what's missing, by name. Use the client's words where you can ('the letter from your mortgage company', not 'Form 1098').
- Send Touch 1 by email. Send the text version too if the client has agreed to texts.
- Put Touch 2 on your calendar for 3 to 4 business days later. Before sending, remove anything they've already sent.
- Put Touch 3 on your calendar for 3 to 4 business days after that. Give a real date and say what happens if it passes.
- If there's still no reply after Touch 3, call. A two-minute call often clears what three emails didn't.
- Log each touch in the client's file: date, what was asked, what came back.
The worksheet
Before you send anything
Touch 1: the first ask (email, day 1)
Subject: 2 things we still need for your [taxes / policy / application]
Hi [Name], we're almost done with your [what it's for]. We still need: 1) [item], 2) [item].
You can reply to this email with a clear photo, or upload them here: [upload link].
If you don't have one of these, just tell us and we'll work around it. We'd like everything by [date] so we can [finish on time / get it filed / lock your rate].
Thanks, [Your name], [Company], [phone]
Touch 2: the friendly reminder (email, day 4 or 5)
Subject: Still need [item] for your [what it's for]
Hi [Name], quick follow-up. We still need [item]. [If they sent something: Thanks for sending the (item they sent), that's all set.]
A phone photo is fine, as long as we can read it. Upload here: [upload link], or just reply.
Not sure where to find it? It usually comes from [who sends it] around [when], and it often looks like [short description]. Happy to help you look if you call me at [phone].
Thanks, [Your name]
Touch 3: the final note (email, day 8 to 10)
Subject: Last call for [item] before [date]
Hi [Name], we still need [item] to finish your [what it's for]. To [file on time / keep your coverage on track / close on schedule], we need it by [date].
If we don't have it by then, we'll [file an extension / finish without it and note what's missing / pause your file] and let you know what that means for you.
If something's getting in the way, reply with one word, 'help', and I'll call you.
Thanks, [Your name], [phone]
Text-message version (only if they've agreed to texts)
Touch 1: Hi [Name], it's [Your name] at [Company]. We still need [item] for your [what it's for]. You can upload it here: [link], or reply STOP to opt out.
Touch 2: Hi [Name], [Your name] at [Company]. Just a reminder we still need [item]. A clear photo uploaded here works: [link]. Questions? Call [phone].
Touch 3: Hi [Name], [Your name] at [Company]. We need [item] by [date] to finish your [what it's for]. Reply HELP and I'll call you.
Chase log
| Touch | Date sent | Asked for | What came back |
|---|---|---|---|
| 1: first ask | |||
| 2: reminder | |||
| 3: final | |||
| Call |