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This article applies to:

  • Product: safesend
  • Audiences: Staff

SafeSend organizers client email

Recommendation
Send a templated email to the taxpayer around the same time you send them their tax organizer. Standardizing this delivery email template ensures that no matter the sender or recipient, partners, and professional staff can be assured that consistent, accurate, and instructional information reaches all recipients.
Template creation steps (MS Outlook users)
  1. Open a new Outlook email and remove the
    Signature
     block, if one prepopulates.
  2. Tailor the text and content the firm would like to provide (check the following sample), then copy and paste that information into the blank email.
    • Leaving out salutations and identifying information keeps this process the most efficient for delivery purposes.
  3. Add a clear
    Subject
     line, such as "Review and Complete your tax organizer".
  4. Select
    Save As
     and change the
    File Type
     to
    Outlook Template
    . Place this file in a centralized location accessible to all processors, such as a
    SafeSend Templates
     folder.
    • The
      Outlook Template
       file type prevents accidental replacing of information saved in the copy everyone accesses.
    • Any future changes are easy to make with a single template to maintain.
Template content sample
Hello,
Your Individual Income Tax Organizer will be delivered electronically via
SafeSend Organizers
.
Implementing
SafeSend Organizers
 lets us complete the tax return 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 receive 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 in the future.
Once you gain access to your tax organizer, you'll be able to:
  • Electronically sign your Engagement Letter and other forms requiring signature.
  • Answer your Custom Questionnaire.
  • Fill out your Organizer.
  • Upload source documents.
The benefits of sending your tax organizer electronically include:
  • Increased security around the sharing of your confidential tax documents.
  • Improved turnaround time to prepare your tax return — we’ll no longer experience delays from information routed through the mail or from scanning hard copy documents, and we’ll have immediate access to begin the preparation process.
  • Simultaneous access to the same tax documents — you retain a copy of all information you provide through the application, which means you won’t have to wait for us to process and return any documents you may need as we complete your tax return.
The following short video walks you through the organizer experience.
If you have any questions, feel free to contact me.

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