Year-End Documents Request Letter
The January letter to every client listing exactly what you need to close their year.
Merge fields in this template
«ClientName»«BusinessName»«AddressLine1»«City»«State»«PostalCode»
Data source: Excel / CSV upload
How to use it well
- Excel columns are whatever your spreadsheet says they are. Either rename your sheet’s columns to match these fields, or edit the merge fields in Word to match your columns.
- Keep a client list sheet with: ClientName, BusinessName, AddressLine1, City, State, PostalCode. The same sheet drives your engagement-renewal letters.
[Your Company Name]
[Street address · City, State ZIP · phone · email]
[Date]
«ClientName»
«BusinessName»
«AddressLine1»
«City», «State» «PostalCode»
Dear «ClientName»,
It’s year-end close time. To finish the books for «BusinessName», we need the following by [deadline]:
[The checklist: December bank and credit-card statements · loan statements · new asset purchases · payroll reports · 1099 vendor details · anything unusual we should know about.]
Send everything to [portal / email]. The sooner it arrives, the sooner your year is closed and your accountant has clean books for filing.
Sincerely,
[Your name]
[Title · Your company]
Sending this to more than a handful of customers? Connect QuickBooks or Stripe and MergeNinja fills this letter in for every customer automatically: amounts, dates, days overdue, all of it.
Template questions
How do I use this template?
Download the .docx, open it in Word, and replace the [bracketed] placeholders: your letterhead, dates, and any wording you want to change. The «field» codes stay: they fill in automatically when you merge. Then upload it to MergeNinja (or use Word's own mail merge) against your Excel / CSV upload data.
What are the «fields» in the letter?
Real Word merge fields. For Excel data, the field names are suggestions: either rename your spreadsheet columns to match, or edit the merge fields in Word to match your columns. Column mapping in MergeNinja handles the rest.
Can I change the wording and formatting?
Completely. It's an ordinary Word document. Fonts, logo, layout, and tone are yours to edit; the merge only fills the field codes wherever you leave them.
Is the download really free?
Yes. No email required, no watermark. If you later want the letters filled in automatically for your whole customer list, that's what MergeNinja is for.
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