The 5 Client Notice Letters Australian Accountants Send Every Quarter (With Word Templates)

Every accountant reading this has done it. Sunday afternoon, laptop open, copy the client name from the CSV, paste into the Word template, save the PDF with the right filename, attach to email, next client. Next client. Next client.

87 clients. Four hours.

Next quarter, you do it again.

This article gives you the five most common client-notice letters small accounting firms send throughout the year, with the template text you can paste into a Word document and use immediately. At the end, we'll show you how to send all of them personalised — with per-client PDFs attached — in about three minutes.

1. BAS reminder (quarterly)

Sent 2-3 weeks before each BAS deadline. Reminds the client what to gather. Attaches a personalised prep checklist.

Variables: {{firstname}}, {{entity_name}}, {{quarter}}, {{due_date}}, {{documents_deadline}}

Hi {{firstname}},

Just a heads-up — your {{quarter}} BAS is due to the ATO
by {{due_date}}.

I've attached the preparation checklist for {{entity_name}}.
If you can send through the following by {{documents_deadline}},
we'll have your BAS lodged well before the deadline:

- Bank statements for the quarter
- Receipts for any purchases over $82.50
- Payroll summary if you employ staff
- Any capital asset purchases

Any questions, hit reply.

2. Fee schedule update (annually, early July)

Sent at the start of each financial year with the new fee schedule. High-friction letter to send manually because each client's line items are different.

Variables: {{firstname}}, {{financial_year}}, {{effective_date}}, {{engagement_type}}, {{service_1}}, {{old_price_1}}, {{new_price_1}}

Hi {{firstname}},

At the start of each financial year we review our fees.
Attached is your updated fee schedule effective from
{{effective_date}}.

Your ongoing arrangement remains {{engagement_type}}.
Fees adjust as follows:

- {{service_1}}: from ${{old_price_1}} to ${{new_price_1}}
- {{service_2}}: from ${{old_price_2}} to ${{new_price_2}}

If you'd like to discuss anything, please book a call or
reply here.

3. EOFY preparation (early June)

Sent in the first week of June with a personalised EOFY checklist. High-value letter because timing matters — super contributions must clear before 30 June.

Variables: {{firstname}}, {{entity_name}}, {{deadline}}

Hi {{firstname}},

End of financial year is 30 June. Attached is your
EOFY preparation checklist for {{entity_name}}.

Priority items to action:

- Superannuation contributions by 25 June (allow
  processing time)
- Prepaid expenses (deductible if paid before 30 June)
- Bad debt write-offs
- Stock take (if applicable)

Get any questions in by {{deadline}} so we can address
them before EOFY.

4. Tax return document request (July–October)

Sent to individuals and small businesses when it's time to gather docs for their return. Attach a checklist personalised to their situation (employee vs sole trader vs company).

Variables: {{firstname}}, {{tax_year}}, {{deadline}}

Hi {{firstname}},

To prepare your {{tax_year}} tax return, we need the
following documents from you:

- Payment summaries / PAYG summaries (from employers)
- Bank interest summary
- Dividend statements
- Rental income summary (if applicable)
- Any deductible expense receipts

Attached is your personalised checklist. Please send
through by {{deadline}} so we can lodge by the standard
due date and avoid ATO late-lodgement penalties.

5. Overdue invoice reminder (as needed)

The letter nobody wants to send but every firm needs to. Softens the ask by attaching a copy of the original invoice as a PDF — no client can claim “I didn't get the invoice”.

Variables: {{firstname}}, {{invoice_number}}, {{amount}}, {{invoice_date}}, {{days_overdue}}

Hi {{firstname}},

Just a friendly follow-up on invoice {{invoice_number}}
for ${{amount}}, dated {{invoice_date}} — this is now
{{days_overdue}} days overdue.

Attached is a copy of the original invoice for your
records. Payment details are on page 2.

If there's anything I need to know (query, arrangement
request, changed contact for accounts payable), please
reply and we'll sort it out.

Otherwise, prompt payment appreciated.

How to send all of them personalised in about 3 minutes

The templates above use {{variable}} placeholders that get replaced with each client's real data. If you already have client details in a spreadsheet — most firms do, exported from Xero, MYOB, or an internal CRM — the workflow looks like this:

1. Export the client list to CSV (e.g. Xero → Contacts → Export)
2. Match your CSV column names to your template variables (firstname, entity_name, due_date, etc.)
3. Upload the CSV + Word template to a mail-merge tool
4. Write the email body once (with the same {{variables}})
5. Click send

The tool renders each client's letter as a personalised PDF, attaches it to a personalised email, and sends from your own mailbox — so replies come straight back to you, and every email lands in your Sent folder as if you'd written it manually.

Full disclosure: NoticeFlow is our tool. If mail-merge with per-recipient PDF attachments is the pain point, you can send 87 letters in about 4 minutes wall-clock, or 500 in about 20. Free trial gives you 10 emails to test with, no credit card needed.

Alternatives worth mentioning if it's not the right fit:

• Yet Another Mail Merge — Gmail-native, but no PDF attachment support
• Mailchimp — great for newsletters, weak for per-recipient attachments
• Manual Zapier chains — works but fragile past ~50 recipients

What to do next

• Copy the 5 templates above into .docx files, adapt the wording to your firm's voice, and save them in a shared folder
• Next time you're about to send a batch by hand, try NoticeFlow instead — free 10 emails to test with, no card required
• If you send more than 20 personalised client letters per quarter, four hours of your Sunday afternoon each quarter are yours to reclaim