How to request documents from clients without chasing emails

The problems with email

• Attachments stay in the inbox of whoever receives them, and of whoever forwards them, with no deletion date.
• It is easy to send to the wrong person.
• Each client sends something different, and you keep asking for what is missing.
• It is not clear what was asked for, why, or when it will be deleted.

How to do it with a form

• One file question per document, with a description of what you expect (“last year’s income tax return as a PDF”).
• Only the documents you will use: if the ID number is enough, do not ask for a copy.
• The basic data protection information explaining why you ask for them.
• A short retention period: move the documents to your case file and let the form delete the response.
• Email notifications so you know when they arrive.

Where they are stored

In Peachform, uploaded files are stored in the EU with the response and only the people on your account can see them. Total storage depends on your plan: 100 MB on Free, 8 GB on Pro and 20 GB on Business.

Templates to start with

• 📦Client onboarding for accountantsFor accounting and tax firms: tax details, the services needed and the first documents.
• 🛠️Renovation quoteFor renovation companies and installers: type of work, floor area, photos and timing.
• 💼Job applicationFor small businesses that are hiring: the applicant's details, role, CV and availability.

Frequently asked questions

Can I ask for a copy of an ID document?

Only if you really need it for the purpose, for example when a law requires you to identify the client. If the number is enough, ask only for the number.

Which file types can be uploaded?

Documents (PDF, Word, Excel) or images, depending on what you choose for each question.

Are files deleted with the response?

Yes: when a response is deleted, by hand or by retention period, its files are deleted too.