Request Email: Missing Receipts and Documents

Purpose: collect missing receipts, forms or documents from the client, their staff or outside parties in as few messages as possible.

Use it when: your document tracker or Missing list shows open items (receipts for card transactions, W-9 forms, insurance certificates, signed forms).

Goal: every missing document received, or a clear reason why not.

Version: v1.0

Before you send

Document tracker updated: what is missing, since when, from whom
Items grouped by person (one message per person, not per item)
Exact details for each item (date, amount, merchant, document name)
A safe way to send it back (reply, upload folder link shared with named people only)
Batch timing: twice a week at most for the same person

The flow

1. Subject line with the count

You: 4 receipts needed for October, by Friday

Why it works: the person knows the size of the ask before they open it.

2. Short, specific list

You: Hi (STAFF FIRST NAME), To close October's books, I need receipts for these 4 card transactions:

3 Oct, (MERCHANT NAME), 86.40 USD
9 Oct, (MERCHANT NAME), 212.00 USD
15 Oct, (MERCHANT NAME), 39.99 USD
22 Oct, (MERCHANT NAME), 1,150.00 USD

Why it works: date, merchant and amount let the person find each receipt in seconds.

3. How to send, and the deadline

You: A photo is fine. Reply to this email, or drop them into the (FOLDER NAME) folder. Could you send them by Friday, 5:00 PM ET? If you cannot find one, just tell me which, and I will note it for (BOOKKEEPER OR CLIENT NAME). Thank you, (YOUR NAME)

Why it works: an easy way out ("tell me which") gets answers instead of silence.

If the person replies "I lost it"

You: Thanks for letting me know. I have marked it as "Receipt missing" for (BOOKKEEPER NAME) to decide how to handle it.

Never create, edit or "recreate" a receipt. Note it as missing.

If the request is to an outside party (vendor forms, certificates)

You: Hi (VENDOR CONTACT NAME), to complete your setup with (COMPANY NAME) we still need: 1) a completed W-9 form, 2) a current insurance certificate. Could you send both by (DATE)? You can reply to this email with the files.

Follow the Follow Up Nudges cadence if there is no reply.

If someone sends sensitive data in the body of an email (full card number, bank login, ID number)

Do not copy it anywhere. Follow the client's process to delete or redact it, tell your Narqix lead, and reply:

You: Thank you. For your security, please do not send card numbers or passwords by email. I only need the receipt itself.

After you send

Tracker updated: "Requested (DATE), batch 1".
Received items saved with the Narqix file name and marked received.
Items still missing at month-end listed in the month-end pack for the bookkeeper.

Coach's note: one message with four items gets answered. Four messages with one item each get ignored. Batch by person, list the details, and make it easy.