SafeSend Client Portal Email

Best Practice

Send a templated email to the taxpayer around the same time you send them their first SafeSend document.

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 (example shown below), 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, i.e. “Please Review and Complete your Tax Organizer”, etc.
4. 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 Template file type ensures that there is no accidental overwriting 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,

We are pleased to offer our clients the SafeSend One Client Portal as a way for you to keep your tax documents, and manage any action items, all in a central location.

• 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 do not see an email from <FIRM NAME> at noreply@safesendreturns.com, please check your Spam or Junk Folder.
• For the best experience, we recommend using Google Chrome.

Please review the steps in this article to learn how to create and manage your account: Client Portal Experience. Alternatively, you can choose to watch a 4-min video tutorial if you prefer.

Benefits of using SafeSend One Client Portal:

• All of your outstanding tasks are organized in a list so you can efficiently manage and complete your tasks.
• Access, view, and download all files received or uploaded through SafeSend One.
• Receive proactive reminders and notifications directly from the portal.
• Easily track and manage your K-1 distributions and tax payment vouchers.

If you have questions, please feel free to contact me.

Best,