---
name: missing-documents-chase
description: For an accountancy practice, work out which clients still owe documents for an upcoming filing, draft a polite chase for each one in the practice's own tone, and prepare a tracker update for a person to approve. Use when the practice manager says "who still owes us documents", "chase the outstanding", "run the pre-deadline chase" or names a filing deadline. Drafts only. Never sends. Never touches a client's file beyond reading the checklist.
---

# Missing documents chase

Produce a chase list and a draft message per client before a filing deadline. A person approves the list and sends the messages.

## Read first

1. `references/document-checklist.md`: what each client type needs to send, and by when.
2. `references/chase-tone.md`: the three stages of chase the practice uses and what each sounds like.
3. The practice's document tracker (spreadsheet or practice software, whichever holds the truth). If both exist and disagree, stop and say so. Do not pick one.

## Steps

1. **Confirm the deadline and the client set.** Which filing, which date, which clients are in scope. If the practice manager did not say, ask before doing anything else.
2. **Build the outstanding list.** For each client, list what has been received, what is still missing, and how many days remain. Sort by fewest days remaining.
3. **Pick the chase stage.** Stage 1 is a friendly reminder. Stage 2 is direct and names the date. Stage 3 says what happens if the documents do not arrive. Use the stage the tracker records for that client, plus one if the last chase was more than 7 days ago. Never jump two stages.
4. **Draft one message per client.** Use the client's usual channel (email by default). Name the specific documents, not "your outstanding items". Match the stage in `references/chase-tone.md`.
5. **Prepare the tracker update.** For each client: chase stage, proposed send date, next check date. Present as one table.
6. **Flag exceptions.** Any client with a note on their record (bereavement, dispute, fee query, "do not chase"), any client where the tracker and the inbox disagree, and any client at stage 3.

## Stop for a person when

- the two document sources disagree about what has been received
- the client record carries a "do not chase" or similar note
- the draft would be a stage 3 message
- the deadline is fewer than 5 working days away and the client has sent nothing
- the client has an open fee dispute

## Output

1. exceptions, one line each, at the top
2. the outstanding list as a table, sorted by urgency
3. the draft messages, each headed with the client name and chase stage
4. the tracker update as a table for approval

## Never

- send a message
- write to the tracker or the practice software
- read any client document beyond confirming it exists on the checklist
- quote fees, penalties or interest figures that are not in the references