Email script

Requesting your records

An email asking an adviser for your working papers and claim files: what to ask for, in what form, and by when. Polite, specific and tied to the clause in your letter.

This wording is a starting point, not legal advice. Check your contract before you send it, and take advice if you are unsure.

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Subject: Request for our claim records and working papers

Dear [adviser name], Under clause [number] of our engagement letter dated [date], we would be grateful for a complete copy of our claim records for [accounting period or periods]. Specifically: 1. The claim as filed, including the forms and any additional information submitted with it. 2. The calculations and schedules behind the figures. 3. The technical descriptions for each project. 4. All correspondence with the tax authority about the claim. 5. The records we supplied to you in the course of the work. Please provide these in their original electronic form where possible. We would appreciate receiving them by [date]. If there is anything you need from us to do this, let us know. Kind regards, [your name] [your role] [business name]

Replace the highlighted [placeholders] with your own details before you send it.

Before you send

Read the ownership of records clause in your own letter first, and refer to it in the email. Be specific about what you want: the claim as filed, the calculations, the technical descriptions, the correspondence with the tax authority, and the supporting records you supplied. Ask for a form you can use, such as the original files rather than a scanned print. If the letter makes release conditional on something, take advice before you rely on this email alone.

Before you send

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