Email communication tool
Overview
The Email Communication Tool allows you to send templated emails to multiple clients at key points in the tax year. Rather than composing individual emails, you select your clients and the tool sends personalised versions based on each client's tax profile.
Note: Clients will need an active login to receive any emails in the first place.
When to Use It
Start of Tax Year Email
Send this in early April to all your clients to ask them to review and confirm any changes to their circumstances since last year (new income sources, employment changes, deductions changes).
How it works: Clients receive an email directing them to the Tax Return Checklist in ApariPro where they can flag any changes.
Data Completion Email
Send this during return preparation when you need specific information from clients. The email automatically personalises based on their profile:
Self-employed clients see sections on business income and expenses
Employed clients see sections on P60/P45 details
Landlords see sections on rental income and allowable expenses
Other income sections appear only if relevant
How it works: Clients receive an email with information requests tailored to their situation and can respond by logging into ApariPro.
How to Send an Email
Access the Tool – Navigate to Email Icon from your dashboard
Choose Your Template – Select "Start of tax year" or "Data completion"
Select Clients – Pick individual clients or bulk select multiple clients
Preview – Review how the email personalises for your selected clients
Customise (optional) – Edit the template text if needed
Choose Send Options:
Send all (personalised to each client)
Send this email (single client only)
Send copy to me (receive copies for your records)
Send
Pro Tips
Preview first – Always check personalisation before sending to multiple clients, especially your first time
Group by type – Send "Data completion" to all self-employed clients at once, then all employed clients, etc.
Document it – Use "Send copy to me" to keep an email trail for compliance
Follow up – Set a reminder to chase clients who don't respond within 5-7 days
Send early – Start of tax year email should go out in early April before you're in the thick of returns
Troubleshooting
Email didn't send?
Check your internet connection and try again. If the issue persists, contact support.
Client says they didn't receive it?
Ask them to check spam/junk folders. You can also resend via the tool—select the client and send again.
Template showing wrong sections for a client?
This is based on their prior-year profile in ApariPro. Update their profile if circumstances have changed, then send a new email.
Want to customise the templates?
You can edit the email text before sending. For permanent template changes, contact support.
Quick Reference
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