runnrrHow to use the template
- Replace every bracket with the correct client, document, date and secure upload link. Use the name the client will recognise.
- Have the approved reviewer check the wording and recipient. The attorney decides any consequence mentioned in the final reminder.
- Stop when the item arrives, the client replies, the request changes or the matter is paused. Check consent before using text messages.
Download the workbook for all tabs, or use the CSV for a single table. To use Google Sheets, upload the Excel file or import the CSV. Delete the example rows and the final NOTE row in each CSV before adding your own records. Store files in your firm’s approved system and link to them; keep passwords, identity numbers and document contents out of the tracker.
Email and text reminders
Email: Reminder 1
A few days after the first request
Subject: [Matter name]: one document still needed
Hi [First name], Thanks for sending [items received, if any]. We still need one thing from you: - [Exact document, e.g. your signed lease for 12 Elm Street] You can upload it here: [secure upload link] We need it by [date] so we can [plain reason, e.g. finish preparing your file]. If you can't find it, reply to this email and we'll work out another way. [Name] [Firm] | [Phone]
Approval: Paralegal or attorney (until templates are settled)
Email: Reminder 2
About a week later
Subject: [Matter name]: still waiting on [document]
Hi [First name], We're still missing [exact document]. It's the one item holding up [next step]. Upload link: [secure upload link] Could you send it by [date]? If something is stopping you, such as not being able to get a copy from [bank / employer / agency], tell us and we may be able to help. [Name], [Firm]
Approval: Paralegal or attorney (until templates are settled)
Email: Reminder 3 (final)
Before the person calls
Subject: [Matter name]: [document] needed by [date]
Hi [First name], We've asked for [exact document] a few times and haven't received it yet. We need it by [date] to [next step]. [Attorney-approved line on what happens if it doesn't arrive.] I'll call you on [day] to see how we can get this sorted. You can also upload it here: [secure upload link] [Name], [Firm], [Phone]
Approval: Attorney writes the 'what happens next' line
Text: Text 1
Short nudge, client has agreed to texts
Hi [First name], it's [Name] at [Firm]. We still need your [document] for your file. Upload it here: [link]. Thanks!
Approval: Paralegal or attorney
Text: Text 2
Short nudge
Hi [First name], [Name] at [Firm] again. Could you send your [document] by [date]? Link: [link]. Reply if you're stuck.
Approval: Paralegal or attorney
Text: Text 3
Before the call
Hi [First name], we still need your [document] by [date]. I'll call you [day]. [Name], [Firm]
Approval: Paralegal or attorney
Rules
| Rule | Why |
|---|---|
| Name the exact document, for each person if more than one is involved | "Your 2025 W-2 from Acme" gets sent. "The remaining documents" doesn't |
| List only what's still missing | Sending the full list again makes the client think nothing arrived |
| Say how to send it, with one method | Several options slow people down |
| Give a date | Without a date there's no reason to do it this week |
| Stop when the item arrives | A reminder for something they've sent hurts trust fast |
| A named person approves it before it goes | It catches wrong names, wrong items and anything that shouldn't be in writing |
| Keep sensitive detail out of texts | A text can be read on a locked phone screen |
Approval and stop rules
| Type | Check |
|---|---|
| Approval | 1. The client's name, matter and channel are right. |
| Approval | 2. The missing item is really still missing. Check the file and the inbox first. |
| Approval | 3. The item is named the way the client will recognise it. |
| Approval | 4. Nothing in the message is sensitive or reads like advice. |
| Approval | 5. The date and next step match the case plan. |
| Stop | When an item is received, mark it Received the same day. Its reminders stop. |
| Stop | When everything is received, all reminders for that matter stop. |
| Stop | If the client replies with a question or a delay, pause reminders and move the next date to match what they said. |
| Stop | If the client says they can't get the document, stop reminders and hand it to the attorney. |
| Stop | After Reminder 3, a person calls. No fourth automatic reminder. |
Approval log
| Date | Client | Matter | Channel | Stage | Item named | Approved by | Approved at | Sent |
|---|---|---|---|---|---|---|---|---|
| EXAMPLE 14 Oct | Client B | Lease dispute | Reminder 1 | Signed lease for 12 Elm Street | Paralegal E | 14 Oct 09:40 | Yes |
Use the current form instructions
The attorney approves the case-specific list against the official USCIS forms and instructions. The tracker does not determine what a filing requires.
Gmail
Outlook