Professional services · Tax time

What should an accounting firm email clients before tax time in Australia?

By BREME · Updated 22 October 2026

Who this is for: Owners and practice managers of small Australian accounting and tax practices who want fewer last-minute clients, fewer amended returns and calmer tax time inboxes.

Why the timing of your emails matters

Every July, clients feel pressure to get their return done straight away. The ATO is pushing the other way. In a June 2026 media release, it said taxpayers who lodged before pre-fill was available were more than twice as likely to have their returns amended, and its data matching program adjusted more than 595,000 individual returns during 2024 to 25.

The ATO says that by late July most pre-fill information is in returns, including wages, bank interest, government payments and private health insurance details. Your emails can turn that into a simple message for clients: gather now, book in late July.

Spreading the emails across June to October also spreads your workload. Clients who know what to send, and when, arrive with fewer gaps.

The four-email sequence

Segment where you can. Sole traders, rental property owners and salary earners need different checklists, and a shorter, relevant list gets more replies than a long generic one.

• Mid June: what to gather. A short, specific checklist for their situation, and a reminder to keep receipts as they go.
• Early July: please don't rush. Explain why waiting for pre-fill helps them, and what they can do in the meantime.
• Late July: bookings are open. One link to book, and how to send documents securely.
• Early October: last call. A reminder for anyone not booked yet, especially new clients and anyone with an overdue return.

Getting the dates right

The ATO says most registered tax agents have a special lodgment program and can lodge for clients after the usual 31 October deadline. It also tells taxpayers that if they're using a tax agent for the first time, or switching agents, they should contact the agent before 31 October to be part of the lodgment program.

For 2025 to 26 returns, the ATO's registered agent lodgment program lists 31 October 2026 for individuals and trusts with one or more prior year returns outstanding at 30 June 2026. Individuals and trusts whose latest return resulted in a large tax liability have an earlier date of 31 March 2027. Remaining individuals and trusts are due 15 May 2027, with a concession to 5 June 2027 provided any payment required is also made by then.

Don't promise a client a later date in a bulk email. The ATO says the due date depends on the person's situation and when they engage their agent, so tell clients to check their own date with you.

Use the waiting time well

The ATO encourages taxpayers to use the time before pre-fill is ready to download the ATO app, check their personal information and bank details are up to date, and look at the ATO occupation guides for deductions they may be eligible to claim.

The ATO also says the myDeductions tool in the ATO app lets individuals and sole traders keep copies of their records and share them with their tax agent, either by uploading them or emailing them. If your practice accepts myDeductions files, say so in the June email.

Remind clients that they're responsible for the records they give you. The ATO says this plainly, and it helps when you ask for the missing receipt.

Make your emails easy to trust

Tax time is peak season for scams. The ATO says scammers impersonate it by email, SMS, phone, social media and fake websites, and that it will never send an unsolicited message that directs you to a log in page. In September 2026 it warned of an email claiming people needed to review their income statement by clicking a link.

Your emails will sit in the same inboxes. Send from the same address every year, sign with a real name, and tell clients exactly how you'll ask for documents. Avoid surprise attachments, and never ask clients to log in to anything through a link you didn't tell them to expect.

1. Set the four send dates in your practice management or email platform each May.
2. Build two or three checklist versions for your main client groups.
3. Remove clients from the sequence as soon as they book or their return is lodged.
4. Add one line to every email about how you'll contact them and how to check it's really you.

Subject: Tax time is coming: what to have ready, [first name]

Hi [first name],

The financial year ends on 30 June. To make your return quick and accurate, start gathering these now:

[Checklist for this client group, such as receipts for work-related expenses, rental income and expense statements, donation receipts, sole trader income records]

If you use the myDeductions tool in the ATO app, you can share your records with us straight from there.

We'll email you in late July when bookings open. There's no need to rush before then.

[Name]
[Practice], registered tax agent [number]

Subject: Why we'll do your return in late July, not today

Hi [first name],

We know it's tempting to lodge on 1 July. The ATO is asking people to wait: most pre-fill information, like wages, bank interest and private health insurance details, is available by late July, and returns lodged before then are more likely to need fixing later.

In the meantime, it's worth checking your contact and bank details are up to date with the ATO, and gathering the items on the list we sent in June.

We'll send your booking link in late July.

[Name], [practice]

A note on scams: we'll only ever email you from this address, and we'll never ask you to log in to the ATO through a link. If something looks odd, call us on [number].

Subject: Your tax return: bookings are open

Hi [first name],

Most pre-fill information is now available, so it's a good time to get your return done.

Book here: [booking link]
Send documents securely here: [upload method]

If your situation has changed this year (a new job, an investment property, starting a business), tell us when you book so we can allow enough time.

[Name], [practice]

Subject: Not booked in yet? Let's talk before 31 October

Hi [first name],

We haven't done your [year] return yet. If you have older returns still to lodge, yours may be due on 31 October, so please get in touch this week.

If you know someone who'd like us to do their return for the first time, the ATO says they should contact us before 31 October to be part of our lodgment program.

Book here: [booking link] or reply to this email.

[Name], [practice]