Year End Sample Employer Communications
Ensure timely tax filings by updating critical data before December 31, 2025.
Overview
Complete and accurate data during Year End will be critical to ensure Check can assist with accurate and timely reporting, filing, and remittance for employers. This article provides our partners with sample communications to share with employers. Please edit as your team sees fit.
Sample Year End Communications For Missing Data
Hello [Employer] Team,
We are approaching Year End which brings us to the closing of the 2025 tax year. Our goal is to provide a smooth experience for you and your employees as you navigate all of the requirements for accurate and on time tax filings and payment remittance to tax agencies.
We'd like to inform you of critical data missing from your account that will need to be updated before December 31, 2025 [Feel free to update to an earlier date, this date is the Check requirement] to be included for your organization's 2025 tax filings. If these items are not up to date, you or your employees risk potential delays in filing and remittance which can result in tax penalties or fines.
Please see below, a detailed description of account updates we'll need your team to complete. If you have any questions, please contact our support team.
[Include whichever topics below are relevant for your employer]
- Not in good standing
- Action: Advise if you would like our team to initiate an ACH debit for payroll funds due, or if you will send a wire to fund payroll.
- Risk: We will not file or remit taxes on your behalf, and your organization will be responsible to file and remit.
- Applied for IDs
- Action: Please contact the applicable agencies to obtain the ID or, if the ID is available, update the missing information on your company's tax profile.
- Risk: If the ID is missing, we will not be able file or remit taxes on your behalf, and your company will be responsible to file and remit the returns with the associated tax payments.
- List of Missing IDs:
- Missing ID 1
- Missing ID 2
- Missing ID 3
- Employees with Missing SSNs
- Action: Please request the employees below update their SSNs.
- Risk: If the SSN is missing, several returns will be incomplete and the employee will experience issues with their W2 when attempting to file their taxes.
- List of Missing SSNs:
- Employee 1
- Employee 2
- Employee 3
- Contractors with Missing SSN/EIN
- Action: Please remind your contractors to update their SSN/EIN.
- Risk: If the SSN/EIN is missing, the contractor will experience issues with their 1099 when attempting to file their taxes.
- List of Missing SSN/EINs:
- Contactor 1
- Contactor 2
- Contactor 3
Sample Follow Up (via reply to original message)
Hello [Employer] Team,
Have you had a chance to review the information missing on your payroll account? As a reminder, this data will need to be updated before December 31, 2025 [Feel free to update to an earlier date, this date is the Check requirement] to be included for your organization's 2024 tax filings.
Please be advised: If these items are not up to date, you or your employees risk potential delays in filing and remittance which can result in tax penalties or fees.
Please contact our support team if you have any questions.