MTD records for market traders: what to keep and what to ask for each quarter
For bookkeepers and accountants with clients who are self-employed market stall holders, street food traders and craft-fair sellers. Under Making Tax Digital for Income Tax, each income and expense needs a digital record of the amount, the date and the category, and each quarterly update covers the tax year so far (Create digital records (MTD for Income Tax)). Here is what that means for market traders, and a request you can copy.
What they should keep
- Daily takings, cash and card, for each market day
- Card reader payout statements
- Pitch fees and market charges
- Stock and ingredients bought
- Licences, insurance and food hygiene costs
- Van costs or a log of business miles
What to ask them for each quarter
- Your daily takings sheets for the quarter
- Card reader statements
- Pitch fee receipts
- Stock, ingredient and licence receipts
- Van costs or mileage
Watch-outs for market traders
- Cash basis is now the standard way for sole traders to record income and expenses: income is recorded when the money is received and costs when they are paid, so cash takings need recording on the day they come in. (Cash basis)
- For a car or van, simplified expenses let them claim a flat rate per business mile instead of actual running costs: 55p a mile for the first 10,000 miles and 25p after, for the 2026 to 2027 tax year (45p before 6 April 2026). Either way, they need a log of business miles. (Simplified expenses: vehicles)
Copy a request for this client
Subject: Your records for [quarter], by [ask-by date] please Hi [first name], Your Making Tax Digital quarterly update for [period start] to [period end] is due to HMRC on [deadline]. Could you send me these by [ask-by date]: - Your daily takings sheets for the quarter - Card reader statements - Pitch fee receipts - Stock, ingredient and licence receipts - Van costs or mileage Photos and PDFs are fine. If nothing changed this quarter, just reply "nothing to report". Send them here: [your link] Thanks, [your name]
Hi [first name], it's [your name]. MTD update for [dates] is due [deadline]. Please send your daily takings, card reader statements, pitch fees and stock receipts by [ask-by date]: [your link]. Thanks!
Quarterly deadlines: 7 August, 7 November, 7 February and 7 May (Send quarterly updates (MTD for Income Tax)). Deadline calculator · General request templates
Sources: GOV.UK, Cash basis, Simplified expenses: vehicles, Create digital records (MTD for Income Tax), Send quarterly updates (MTD for Income Tax) (read November 2026). A practical checklist, not tax advice.
Or let MTD Chase ask 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 and shows you who's still outstanding. Set a checklist per client type. From the web or your AI assistant; free for up to 5 clients. Start free