How to get bank statements from clients every month without chasing them
Most closes don't stall at the reconciliation; they stall waiting for a client to send a PDF. Here's a system that gets statements in on time, plus the exact emails to send.
Why statements arrive late
Clients aren't ignoring you on purpose. The request is vague ("can you send your statements?"), it arrives when they're busy, they don't know which accounts you mean, and sending means logging into the bank, finding the right month, downloading, and attaching. Every bit of friction you remove gets statements in sooner.
The system: specific, scheduled, simple
- Specific: list exactly which statements you need, by account and month: "Chase Checking ending 4417, September 2026". Not "your statements".
- Scheduled: send the request on the same business day each month, a few days after month-end when statements are available.
- Simple: one link, no login, works on a phone. The fewer steps, the faster the reply.
- Reminders that stop: a polite reminder after about 4 days and another after about 8, sent only while something is still missing.
- Track it: mark each statement received, so you're never asking for something they already sent.
How clients should send statements
Bank statements contain account numbers and a full picture of the client's finances. Plain email attachments are common, but they sit in inboxes forever and get forwarded. Better options:
- A secure upload link that files the statement straight into the right client and account.
- Your practice's client portal, if clients actually use it.
- Read-only access to download statements yourself, where the bank offers accountant or read-only users. Never ask clients to share their own banking password.
Email templates
Monthly request
Subject: September statements for [Business name]
Hi [First name],
To close September for [Business name], we need these statements:
• Chase Checking ending 4417 — September 2026
• Amex Business Card ending 1009 — September 2026
You can upload them here in about a minute, no login needed: [link]
Thanks!
[Your name], [Firm]
First reminder (about 4 days later)
Subject: Re: September statements for [Business name]
Hi [First name], just a quick reminder: we're still missing the Amex Business Card ending 1009 for September. Upload link: [link]. Everything else is in, thank you!
Second reminder (about 8 days later)
Subject: Last reminder: September statement
Hi [First name], we can't finish September's books without the Amex statement ending 1009. If it's easier, reply and tell us how to get it, or upload it here: [link]. If something's changed with that account, let us know and we'll update our list.
Notice what each one does: names the exact account and month, says what's already received, and gives one link. Two reminders are enough. After that, it's a phone call.
Put it in the engagement letter
State when statements are due (for example, by the 7th of the following month) and what happens if they're late: the close moves, or catch-up work is billed. Clients respond to clear expectations, and you have something to point to.
Frequently asked questions
When should I ask clients for bank statements?
A few business days after month-end, once banks have issued statements, on the same day every month. Consistency trains clients to expect the request.
How many reminders should I send?
Two polite reminders, roughly 4 and 8 days after the first request, sent only while something is still missing. After that, call.
Is it safe for clients to email bank statements?
It's common, but attachments linger in inboxes and get forwarded. A secure upload link that files the statement directly to the client's account is safer and easier for the client.
Can I use bank feeds instead of statements?
Feeds are useful for day-to-day entry, but reconciliation should be against the statement, which is the bank's official record. Feeds can drop or duplicate transactions.