MTD records request templates: email and WhatsApp messages for clients
Free, copyable messages to ask clients for their Making Tax Digital quarterly records: one for sole traders, one for landlords, one for clients who are both. Swap the [brackets] for your own details. Use the deadline calculator for each quarter's period, deadline and an ask-by date.
What HMRC needs from the records: for each self-employment and property income and expense, a digital record of the amount, the date and the category (the same categories as Self Assessment). Each update covers the tax year so far. A client who signed up partway through the year needs records from the start of the tax year.
Sole trader
Subject: Your records for [quarter] — by [ask-by date] please Hi [first name], It's time for your Making Tax Digital quarterly update ([period start] to [period end]). HMRC's deadline is [deadline], so could you send me these by [ask-by date]: - sales invoices or a list of what you were paid (including cash) - receipts and bills for business costs - business bank and card statements - mileage, if you claim it Photos are fine. If nothing changed this quarter, just reply "nothing to report". You can send them here: [your link or email] Thanks, [your name]
Hi [first name], it's [your name]. Your MTD quarterly update for [period start]–[period end] is due to HMRC on [deadline]. Could you send me your sales, receipts and bank statements by [ask-by date]? Photos are fine, here: [your link]. Nothing new this quarter? Just reply "nothing". Thanks!
Landlord
Subject: Your records for [quarter] — by [ask-by date] please Hi [first name], It's time for your Making Tax Digital quarterly update ([period start] to [period end]). HMRC's deadline is [deadline], so could you send me these by [ask-by date]: - rent received, property by property - letting agent statements - invoices for repairs, insurance, service charges and other costs - for a jointly owned property: your share only Photos are fine. If nothing changed this quarter, just reply "nothing to report". You can send them here: [your link or email] Thanks, [your name]
Hi [first name], it's [your name]. Your MTD quarterly update for [period start]–[period end] is due to HMRC on [deadline]. Could you send me your rent, agent statements and property bills by [ask-by date]? Photos are fine, here: [your link]. Nothing new this quarter? Just reply "nothing". Thanks!
Sole trader and landlord
Subject: Your records for [quarter] — by [ask-by date] please Hi [first name], It's time for your Making Tax Digital quarterly update ([period start] to [period end]). HMRC's deadline is [deadline], so could you send me these by [ask-by date]: - for the business: sales, receipts for costs, and bank and card statements - for each property: rent received and agent statements - invoices for property repairs, insurance and other costs - mileage, if you claim it Photos are fine. If nothing changed this quarter, just reply "nothing to report". You can send them here: [your link or email] Thanks, [your name]
Hi [first name], it's [your name]. Your MTD quarterly update for [period start]–[period end] is due to HMRC on [deadline]. Could you send me your business and property records by [ask-by date]? Photos are fine, here: [your link]. Nothing new this quarter? Just reply "nothing". Thanks!
Tips that get records in on time
- Ask about 10 days before HMRC's deadline, not on the day.
- Give each client one place to send things, and accept photos.
- Let "nothing to report" count as an answer, so quiet quarters don't need chasing.
- Send two short reminders before your date and stop as soon as they've sent everything.
Sources: GOV.UK, Create digital records and Send quarterly updates (read 2026-11). Not tax advice.
Or let your AI assistant send them
MTD Chase sends each client their own request with a personal upload link (no login, works on a phone), reminds them on its own, stops when they've sent everything, and tells you who's still outstanding. Free for up to 5 clients. Connect MTD Chase