Chase missing receipts and documents — politely
Polite, clear reminder messages that get the receipts and documents in — without the awkward back-and-forth.
What you’ll do
- Describe what's missing and how overdue it is.
- Ask for three messages: gentle, firmer, and a final clear request.
- Pick one, check the tone, send.
Common questions
Should I tell the AI which specific invoices or transactions are missing?
You don't need to. The messages only need to describe what category of document is outstanding — for example, 'monthly bank statements for March' or 'outstanding supplier invoices for Q3'. Avoid pasting actual financial records or account numbers; general descriptions are enough for the AI to draft a clear, professional request.
What if a client gets offended by a chaser?
A well-worded chaser rarely offends — it just frames the request as a practical need, not a complaint. The lesson shows how to keep the tone matter-of-fact and professional, and you review every message before it goes out so you can soften anything that feels off for a particular client.
Can I have one firm message and skip the gentle nudge?
Absolutely. The prompt asks for three escalating versions, but you pick whichever level fits the situation. Some clients respond to a polite reminder straight away; others need the firmer version. You choose after you see the drafts.
Will the messages sound too formal — or not formal enough?
Tell the AI your practice's usual tone ('professional but approachable' or 'direct and to the point') and it'll match it. Paste one past email you liked and it'll follow that style. You read the draft before sending, so you can adjust the feel.
Does this replace my judgement about when to escalate?
No — you decide when to send which message and whether to pick up the phone instead. The AI just handles the writing so you don't spend ten minutes wrestling with the wording every time.