# Monthly Client Document Follow-Up Checklist

For small bookkeeping practices coordinating recurring month-end work across several clients.

## Use

Use this checklist to see whether each client close is waiting on source documents and whether a follow-up is due. Keep client names, email addresses, account numbers, document contents, tax identifiers, and other personal or financial details in your existing approved system. This checklist should contain only a non-identifying internal reference and workflow status.

## Per-client close checklist

| Step | Status | Owner | Due date | Notes (workflow only) |
| --- | --- | --- | --- | --- |
| Confirm the period and standard document checklist | Not started / Waiting / Complete |  |  |  |
| Check which expected items are still outstanding | Not started / Waiting / Complete |  |  |  |
| Send the first reminder using the firm's approved channel | Not started / Waiting / Complete |  |  |  |
| Recheck after the firm's normal response window | Not started / Waiting / Complete |  |  |  |
| Send one final reminder or flag the close as blocked | Not started / Waiting / Complete |  |  |  |
| Confirm receipt in the firm's approved system | Not started / Waiting / Complete |  |  |  |
| Hand off unresolved items to the assigned reviewer | Not started / Waiting / Complete |  |  |  |

## Minimal tracking row

| Internal client reference | Close period | Outstanding item categories | First reminder date | Next follow-up date | Owner | State |
| --- | --- | --- | --- | --- | --- | --- |
|  |  |  |  |  |  | Waiting |

## Optional reminder wording

> Subject: Items still needed for your [period] bookkeeping close
>
> Hello, our checklist shows that a few items are still outstanding for [period]. Please send them through the usual secure channel by [date], or let us know if the timing has changed. Please do not reply with sensitive documents if this is not your firm's approved secure channel.

## Boundaries

- This is a workflow aid, not accounting, tax, legal, or payment advice.
- Do not use it to store documents, balances, bank details, tax identifiers, client contact details, or message history.
- Follow the firm's retention, privacy, and secure-transfer rules.
- The reminder text is a draft only. A firm must review it and use its own authorized communication channel.
- Adapt the checklist to the firm's existing approved process; it does not automate reminders or contact clients.