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This article applies to:

  • Product: safesend
  • Audiences: Staff

SafeSend Gather client email

Recommendation
Send a templated email to the taxpayer around the same time you send them their
Gather
 request. Standardizing this delivery email template will ensure that no matter the sender or recipient, consistent information will be provided that partners/professional staff can be assured is accurate and instructional for all recipients.
Template creation steps (MS Outlook users)
  1. Open a new Outlook email and remove the
    Signature
     block, if one prepopulates.
  2. After tailoring the text/content the firm would like to provide (the following example), copy and paste that information into the blank email.
    • Leaving out salutations and identifying information will keep this process the most efficient for delivery purposes.
  3. Add a clear
    Subject
     line: "Review and Complete your
    Gather
     request".
  4. Select
    Save As
     and make sure to change the
    File Type
     to
    Outlook Template
    . Place this file in a centralized location that is accessible to all processors like a
    SafeSend Templates
     folder.
    • The
      Outlook Template
       file type ensures that there is no accidental replacing of information saved in the copy everyone will be accessing.
    • Any future changes are easy to make with a singular template to maintain.
Template content sample
Hello {Recipient Name},
Your {Tax Year} Individual Income Tax Organizer will be delivered electronically via
SafeSend Gather
.
(Or)
Your {Tax Year} {Return Type} document request list will be requested electronically via
SafeSend Gather
.
Implementing
SafeSend Gather
 will let us complete the tax return collection, preparation, and delivery process in a completely paperless and secure manner from start to finish.
  • You will receive an email from <FIRM NAME> at noreply@safesendreturns.com. Add this email to your safe list to prevent it from being categorized as spam or junk.
  • If you don’t see an email from <FIRM NAME> at noreply@safesendreturns.com, check your
    Spam
     or
    Junk
     folder.
  • For the best experience, we recommend using Google Chrome, Edge, or FireFox on your desktop.
  • Save a copy of the email from noreply@safesendreturns.com to access your tax organizer, document request, and engagement letter in the future. Once you have requested the access code and entered it for entry to the welcome page, you will be able to do the following:
    • eSign your engagement letter and other forms requiring signature.
    • Answer the Custom Questionnaire.
    • Fill out your tax organizer.
    • Upload source documents against a check list. Don’t be alarmed when you see the documents categorized and a green check mark appear. That's the beauty of the product in action.
    • As you progress, select
      Finish
       to move to the next event.
    • Once all documents are uploaded, select
      Finish
       to indicate to your Tax Professional that all documents are submitted for tax preparation.
The benefits include:
  • Increased security around the sharing of your confidential tax documents.
  • Improved turnaround time to prepare your tax return – we’ll no longer have the delay of information being routed through the mail, email and/or scanning of hard copy documents. We’ll have immediate access to begin the preparation process.
  • Simultaneous access to the same tax documents – you'll retain a copy of all documents you upload through the application, giving you immediate access to your information without waiting for us to process and return your documents.
The following short video will walk you through the organizer experience.
If you have any questions, feel free to contact me.

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