ITSA email templates for your clients

No matter where your clients are on their MTD journey, these email templates will help. Send them directly to your clients, or customise them with your own messaging.

Group 1: Clients already using Xero

Clients with turnover above £50,000 annually who are already using Xero will need to sign up for MTD for ITSA ahead of April 2026. This can be done through Xero and you can do this on their behalf.

Subject line: Let’s Get Started with Making Tax Digital

Dear [client name]

You may have heard that HMRC will roll out the next phase of Making Tax Digital for Income Tax Self Assessments (MTD for ITSA) from 2026.

Your business is already using Xero, which is great news, as this means you’re already on HMRC-recognised software. However, we will need to get you signed up for MTD for ITSA by 2026.

I’d love to discuss how we can help you get started with MTD. When would be a good time for you?

In the meantime, take a look at this handy guide on how MTD for ITSA will change the way we manage your self assessment. Please give it a read and let me know if you have any questions.

Kind regards

[name]

Group 2: Clients who are already signed up for MTD for VAT but also need to sign up for ITSA

Clients already signed up for MTD for VAT will need to register separately for MTD for ITSA if it applies to them.

Subject line: The Next Phase of Making Tax Digital

Dear [client name]

The next phase of Making Tax Digital for Income Tax (MTD for ITSA) is getting closer. HMRC will roll out MTD for Income Tax from 2026. According to our records, you have already signed up for MTD for VAT. However, you’ll also need to sign up for MTD for Income Tax, as these schemes are separate.

In preparation for this, I’d love to chat about how we can help you get started with MTD for Income Tax. When would be a good time for you?

In the meantime, take a look at this handy guide on how MTD for ITSA will change the way we manage your self assessment. Please give it a read and let me know if you have any questions.

Kind regards

[name]

Group 3: Clients using spreadsheets/manual software

Switching your clients to Xero from spreadsheets isn’t just a good idea because of Making Tax Digital. It’ll also save you and your clients time from manual data entry, and worrying about clunky formulas and mistakes. Tasks that once took hours can be completed in a few clicks.

Subject line: Have You Heard About Making Tax Digital?

Dear [client name]

You may have heard that HMRC will roll out the next phase of Making Tax Digital for Income Tax (MTD for ITSA) from 2026. To comply, we will need to set you up with HMRC-recognised accounting software.

I’d love to talk through how we can help you get started with MTD. When would be a good time for you?

In the meantime, take a look at this handy guide on how MTD for ITSA will change the way we manage your self assessment. Please give it a read and let me know if you have any questions.

Kind regards

[AB name]

Group 4: Clients using desktop software

It’s time to leave frustrating and expensive software behind. Hundreds of businesses move from desktop to online accounting software every month, and it’s even more important now that MTD for ITSA is nearly here.

Plus don’t forget: you can move two years’ worth of client data from Sage 50 & Quickbooks desktop for free with Movemybooks.

Subject line: Have You Heard About Making Tax Digital?

Dear [client name]

You may have heard that HMRC will roll out the next phase of Making Tax Digital for Income Tax (MTD for ITSA) from 2026. To comply, you will need to use HMRC-recognised accounting software.

I’d love to set up a call with you so we can see if your software is compatible and, if not, discuss moving you over to our preferred online accounting platform, Xero. When would be a good time for you?

In the meantime, take a look at this handy guide on how MTD for ITSA will change the way we manage your self assessment. Please give it a read and let me know if you have any questions.

Kind regards

[AB name]

More reasons to move to Xero

There’s a good chance your clients will want to know about the benefits of moving away from spreadsheets or desktop programs in favour of Xero.

Here are just a few features you can share with them:

Manage your accounts from anywhere, on any device: Check your accounts from any mobile, tablet, laptop or desktop PC. Invoice customers on the go, pay bills and staff with ease, and see a real time picture of your cash flow.

See a dashboard of key financials: Check bank balances, invoices, bills and expense claims in real time – whenever you like – all in a single glance. Add additional transactions with a single click.

Take payment directly from your invoice: Provide easy payment options right from your invoice, so customers can pay you instantly. Xero provides instant updates so you can be notified the minute a payment is made.

Unlimited user access for free: Work more efficiently by letting your accountant and all your staff submit and manage expenses and receipts.

Sync bank statements automatically: Connect your bank accounts to Xero to automatically download statements and match them to your business accounts.

Create the perfect solution for you: Over 1000 apps seamlessly connect to Xero, so you can manage your accounts your way.

No hidden fees: Xero has no hidden charges, not even for MTD for VAT returns.

Data stored securely in the cloud: Your data is stored behind multiple layers of security, so you don’t have to worry about losing data. Say goodbye to the dreaded shoebox of receipts - simply scan and import documents in Xero.

Send the right data to HMRC: With Xero you’ll be able to prepare and file MTD for ITSA returns and get an up-to-date tax estimate for better planning.

Hit the road: Manage business finances on the go. File expense reports and complete other tasks with the Xero mobile app.