Before you start
These prompts are for communication and organisation. They don't replace your professional judgement, and an AI chat tool is not a reliable source for tax rules, rates or deadlines.
- Don't paste client names, figures, bank details or tax references into a public AI tool
- Don't rely on AI for tax rates, thresholds, deadlines or the treatment of a transaction. Check the official guidance
- Describe the situation in general terms, and add the client's details yourself afterwards
- Follow your professional body's guidance and your firm's policy on AI tools
Getting what you need from clients
Prompt 1
Chase records without sounding like a robot
The deadline is close and the shoebox hasn't arrived.
Write three reminders asking a client for their records for [type of return or accounts]. I need: [list]. The date I need them by: [date]. One: friendly. Two: firmer, a week later. Three: clear about what happens if they're late, stated generally as [consequence]. Each under 90 words.
Prompt 2
Make a "what to send us" checklist
New client, or the same questions every year.
Write a simple checklist for a [type of client, e.g. sole trader / small limited company / landlord] of the records to send their accountant for [type of work]. Plain English, grouped under headings, with a one-line reason for each item. I'll check it against the rules myself.
Prompt 3
Write a welcome email for a new client
They've signed. Start as you mean to go on.
Write a welcome email to a new client of a small accountancy practice. Cover: what happens next, what I need from them and by when, how to send documents safely via [method], how quickly we reply, and key dates as placeholders. Friendly, clear, under 180 words.
Explaining things plainly
Prompt 4
Explain a concept without jargon
A client asks "what's the difference between profit and cash?"
Explain [concept, e.g. the difference between profit and cash flow] to a small business owner with no finance background. Use one everyday example and keep it under 120 words.
Tip: Use this for concepts, not for rules or rates.
Prompt 5
Turn a technical paragraph into plain English
You've written something accurate that no client will understand.
Rewrite this for a client with no accounting background. Keep the meaning exactly the same, and tell me if any part can't be simplified without changing it: [paste your own non-confidential text].
Prompt 6
Write the covering note for a set of accounts
The accounts are done. The client wants to know what they mean.
Write a short covering note to go with a client's year-end accounts. The story this year, in general terms: [e.g. sales up, margin down, cash tighter]. Explain what it means, what to watch, and suggest a call. Use [FIGURE] placeholders where numbers go. Under 160 words.
Running the practice
Prompt 7
Write an engagement or fee email
Scope has grown, or fees are going up.
Write an email to a client explaining that [the scope has changed / our fee will change] from [old] to [new] from [date] because [reason]. Clear, respectful, no over-apologising, under 120 words.
Prompt 8
Build a month-end checklist
The process lives in one person's head.
Draft a month-end checklist for a bookkeeper serving a small [type of business]. Order the steps, add a one-line "why" to each, and mark the ones that most often cause errors. I'll adapt it to our software and check it.
Prompt 9
Turn a client call into actions
Straight after the call.
Here are my notes from a client call, with names and figures removed: [paste]. List the actions for me, the actions for the client, the deadlines mentioned, and anything I should confirm in writing. Then draft the follow-up email with placeholders.
Prompt 10
Write a helpful post for clients
A newsletter or LinkedIn post, to stay front of mind.
I want to write a short, helpful post for my small business clients about [topic]. The facts, which I've checked: [your facts]. Turn it into a friendly 150-word post with a clear takeaway and a suggestion to get in touch.
Tip: Write the facts yourself. Let AI help with the wording, not the rules.