Tax Document Delivery Email Workflow for Outlook
Deliver year-end tax documents to a wealth management client with guidance on next steps. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the tax document delivery email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
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Bcc
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Subject
Your tax_year Tax Documents Are Ready
tax-documents
Hi client_first_name,
Your tax_year tax documents are ready and attached to this email. Please forward them to your tax advisor as soon as possible to ensure your return can be prepared on schedule.
DOCUMENTS INCLUDED
• document_types
These documents are also available in your client portal under the Documents section: portal_url
A NOTE FROM YOUR ADVISOR
tax_advisor_note
WHAT EACH DOCUMENT COVERS
• Form 1099-DIV reports dividends and capital gain distributions paid from your investment accounts
• Form 1099-B reports proceeds from securities sold during the year, which your tax preparer will use to calculate capital gains and losses
• Form 1099-INT reports interest income earned in your accounts
AMENDED 1099s
In some cases, custodians issue corrected 1099s after the original is distributed — typically in March. If you receive an amended document, please make sure your tax preparer has the most recent version before filing. If you're not sure whether you should wait, reach out and I'll check on the status.
I am not a tax advisor and cannot provide tax advice — please rely on your CPA for guidance specific to your tax situation. That said, I'm always happy to provide clarification on what's reflected in your account. Call me at me::phone anytime.
Workflow context
When to use this workflow
Use this workflow when sending year-end tax documents to a wealth management client and reminding them to share the files with their tax advisor.
What this replaces
This replaces manually drafting seasonal tax document emails, retyping document type lists, adding portal links, and checking whether the tax document attachment is included.
Why teams standardize this email
Tax document emails are seasonal, repetitive, and detail-sensitive. Standardizing them helps firms send complete client instructions while keeping tax advice boundaries clear.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the tax document delivery email in Outlook
- Prompts for client name, tax year, document types, portal URL, advisor note, and phone number
- Adds a tax year-specific subject line
- Can require the tax document attachment before sending
- Keeps the message editable for advisor review
FAQ
Does Toggles provide tax advice?
No. Toggles prepares the client email. Tax guidance should come from the client's CPA or tax advisor.
Can the workflow require tax documents to be attached?
Yes. This workflow can require the year-end tax document attachment before sending.
Can clients also be directed to a portal?
Yes. The workflow includes a portal URL variable for document access.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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