You know the drill. The Sept. 15th deadline is approaching, and there’s just one thing missing. You email the client. Then you send another reminder. Then another.
And… nothing.
You can’t finish the return without it, so now you’re spending your valuable time chasing a document instead of working on the next client.
Sound familiar?
The truth is, there’s no such thing as a perfect client. But there are some simple things you can do to make it much easier for clients to give you what you need and keep your practice moving.
Here are six ideas worth trying:
- Give clients a roadmap.
Don’t wait until you need something to tell them what’s coming. Give them a simple timeline or checklist that explains what you’ll need and when. A little advance notice can make a huge difference. - Be really specific about what you need.
Remember, your client doesn’t live and breathe tax terminology like you do. Instead of saying, “I need your AGI,” tell them exactly where to find it or what document to send. The easier you make the request, the more likely they are to respond. - Don’t be afraid to follow up.
Sometimes clients aren’t ignoring you, they’re just busy. A reminder email, phone call or quick message can be all it takes to get things moving. And yes, you may have to ask more than once. - Make responding easy.
If sending you a document requires your client to print something, find an envelope, locate a stamp, and make a trip to the post office, you’ve probably made it too hard. Give them simple, secure options for uploading, signing, and sending information. - Let clients know when they can reach you.
Being accessible doesn’t mean being available 24/7. Set reasonable expectations for when clients can call or email, and make it comfortable for them to ask questions. Sometimes the reason a client hasn’t responded is simply because they’re not sure what you’re asking for. - Explain what happens if they miss the deadline.
This one can be surprisingly effective. As a deadline gets closer, remind clients what you still need, when you need it and what could happen if they don’t get it to you in time. When clients understand that the delay can affect them, not just you, it often becomes a higher priority.
And here’s the important part:
Your clients aren’t necessarily trying to make your life difficult.
They’re busy, too. They may have forgotten, gotten distracted, or simply not understood what you needed. The answer isn’t necessarily to chase them harder. It’s to create a process that makes it easier for them to respond.
A little more communication, a little more clarity, and a few well-timed reminders can save you and your team a surprising amount of time.
And every hour you don’t spend chasing missing documents is an hour you can spend doing something more valuable.
This year, we hope your valuable time will be spent learning lucrative tax planning for your clients. There will be less prep and more proactive work to save your clients money and make your life more interesting and enjoyable!
Find out more. Book a call today!
