Client Intake Email Templates (Copy/Paste)

If your current workflow is “send a quick email and hope for the best,” you are creating avoidable follow-up work. The templates below give you a consistent structure for asking clients for files clearly.

Use these scripts as a starting point, then adapt tone and checklist details to your workflow.

Template 1: Initial document request

Subject: Documents needed for [Client Name] - [Request Title]

Hi [Client Name],

Please upload the following documents using your secure link:
[Upload Link]

Required documents:
- [Document 1]
- [Document 2]
- [Document 3]

Target date: [Deadline Date]

Once uploaded, you will see checkmarks for completed items.
If anything is unclear, reply to this email and we will help.

Thanks,
[Your Name]
[Business Name]

Template 2: Follow-up after partial upload

Subject: Still missing a few documents for [Request Title]

Hi [Client Name],

Thanks for uploading documents so far. We still need the following items:
- [Missing Document 1]
- [Missing Document 2]

You can upload the remaining files here:
[Upload Link]

If you are blocked on any item, reply here and we can clarify.

Thanks,
[Your Name]
[Business Name]

Template 3: Final reminder before deadline

Subject: Final reminder: documents due [Deadline Date]

Hi [Client Name],

Quick reminder that the following documents are still pending:
- [Missing Document 1]
- [Missing Document 2]

Upload link:
[Upload Link]

Please upload by [Deadline Date] so we can keep your file on schedule.

Thanks,
[Your Name]
[Business Name]

How to use these templates in FileChute

1. Create a request with your checklist items in order.
2. Copy the request link and paste it into Template 1.
3. Use request progress and reminder status in the dashboard to send only targeted follow-ups.

Want the reminders to run automatically? Use a Pro request with auto-reminders enabled and keep manual follow-up for exceptions only.

Try FileChute free and run your next intake workflow with one checklist link.