Which communication method works best for GSTR-2B supplier follow-up?

WhatsApp gets the fastest response (usually within 2-4 hours). However, use all four channels together: Email for documentation, WhatsApp for speed, GST portal for high-value cases, and SMS for people who don't use WhatsApp.

GSTR-2B Supplier Follow-up: Copy-Paste Templates for ITC Claims (2025) | Learn with Amrut

GSTR-2B Supplier Follow-up: Copy-Paste Templates for ITC Claims (2025)

Q: How do I handle suppliers who say they'll file next month?

Tell them directly: If you file next month, we lose ITC for 30 days. That's working capital we need. Please file now - it takes 5 minutes and prevents problems for both of us.

Q: What if the supplier says they filed everything correctly in GSTR-1?

Ask them to send a screenshot of their GSTR-1 summary showing the invoice. Usually they realize they either didn't file or used the wrong GSTIN. The screenshot request solves the argument quickly.

Q: Should I claim ITC if supplier promises to file but hasn't by the 20th?

No. Reverse the ITC. 'I'll do it tomorrow' often means 'I'll do it whenever.' Reverse the ITC, document that you followed up, and claim it next month when it actually appears in GSTR-2B.

Q: How do I track communications across multiple suppliers?

Keep a simple Excel sheet with columns: Supplier Name, Invoice Number, ITC Amount, Email Date, WhatsApp Date, Phone Call Date, and Status. Takes 2 minutes to update daily and saves hours during audits.

GSTR-2B Supplier Follow-up Templates 2025 - ITC Reconciliation Communication Guide with Email, WhatsApp, SMS and GST Portal Message Templates — **GSTR-2B Supplier Follow-up Templates 2025:** Ready-to-use communication templates for GST Portal messages, professional emails, WhatsApp, and SMS to resolve ITC reconciliation mismatches between GSTR-2B and GSTR-3B filing deadlines.

Author: Amrut Chitragar | Published: 12 Jan 2023 | Last Updated: 05 Oct 2025 | Reading Time: 6 minutes

Disclaimer: This guide provides educational information only. GST laws change frequently. Read full disclaimer before implementing any advice.

TL;DR - Quick Summary
Most GSTR-2B mismatches happen because suppliers don't file correctly. You have 6 days (14th to 20th) to fix these issues. This guide gives you ready-to-use templates for GST portal messages, emails, WhatsApp, and SMS to get suppliers to fix their filing before your deadline.

Complete supplier communication workflow: GST Portal messages, professional emails, WhatsApp templates, and SMS alerts for GSTR-2B ITC reconciliation

Why You Need to Talk to Your Suppliers (And Fast)

Look, I'll be honest with you. Most GSTR-2B problems aren't because you made mistakes in your books. It's because your suppliers messed up their filing.

Maybe they used the wrong GSTIN. Maybe they forgot to file completely. Maybe they filed in the wrong month. Whatever the reason, you have exactly 6 days to fix it.

Here's the timeline that keeps me up at night:

14th: GSTR-2B gets generated

Your auto-drafted statement is ready for review
20th: You have to file GSTR-3B

Final deadline to submit your return
Days in between: 6

This is your entire window to fix supplier issues

That's it. Six days to chase down suppliers, get them to correct their mistakes, and claim your ITC properly.

If you don't? You either claim ITC without support (hello, notice and 18% interest) or you reverse it unnecessarily (goodbye, working capital for a month).

I've learned that the suppliers who cause these problems never respond to just one type of message. So I use all four channels at once. Here's what works for me.

For the reconciliation process itself (how to actually find these mismatches in the first place), check out our GST audit summary sheets guide.

Communication Method 1: GST Portal Message

The portal has a built-in messaging system. I use it for one reason only: documentation.

When you send a message through Services → User Services → Communication Between Taxpayers, the system automatically sends an SMS and email to the supplier. That creates an official record.

Reality check: Most suppliers don't check their portal inbox. I get maybe 30-40% response rate through this channel.

When I use it: Only for amounts over Rs 50,000 where I might need proof later that I tried to contact them.

Portal Message Template (Max 500 characters)

Invoice [NUMBER] dated [DATE] for Rs [AMOUNT] not in our GSTR-2B for [MONTH]. Please file in GSTR-1 within 3 days. Our GSTIN: [YOUR GSTIN]. Contact: [NAME] [MOBILE]

The full procedure is on the government website: https://tutorial.gst.gov.in/userguide/returns/Manual_communication.htm

I send this on Day 15, then immediately follow up with email and WhatsApp. Don't wait for a portal response.

Communication Method 2: Email

This is my main weapon. Email gives you space to explain the problem clearly, and it creates a paper trail.

I use the same email format for everyone, just change the details:

Email Template 1: Initial Request (Day 15)

Subject: Invoice [NUMBER] - Please File in GSTR-1 by [DATE]

Hi [Name],

I'm doing our monthly GSTR-2B check and noticed your invoice isn't showing up:

Invoice: [NUMBER]
Date: [DATE]
Amount: Rs [AMOUNT]
ITC: Rs [ITC AMOUNT]

This means it wasn't filed in your GSTR-1 for [MONTH], or maybe the GSTIN was wrong.

Can you please check and file it by [give them 3 days]? We need to file our GSTR-3B on the 20th.

If there's any issue with this invoice, call me at [MOBILE] so we can sort it out.

Thanks,
[Your Name]
[Mobile]

Two days before the deadline, if they haven't responded, I send this:

Email Template 2: Urgent Reminder (Day 18)

Subject: URGENT - Invoice [NUMBER] - 2 Days Left

Hi [Name],

Quick reminder on Invoice [NUMBER] for Rs [AMOUNT].

Still not in our GSTR-2B. Our filing deadline is 20th.

If you can't file by tomorrow evening, I'll have to reverse the ITC. Then we both have to deal with it next month.

Please reply today or call [MOBILE].

[Your Name]

After the deadline passes, I document what happened:

Email Template 3: Post-Deadline (Day 21)

Subject: Invoice [NUMBER] - ITC Reversed

Hi [Name],

Just letting you know - since Invoice [NUMBER] didn't show up in GSTR-2B, I reversed the ITC in our GSTR-3B.

No problem, just file it next month and we'll claim it then. Payment terms stay the same.

For next time, if you file everything by the 11th, we won't have these issues.

[Your Name]

Communication Method 3: WhatsApp Message

This gets the fastest response. People check WhatsApp constantly.

I keep it short:

WhatsApp Template 1: Single Invoice

Hi [Name],

Invoice [NUMBER] for Rs [AMOUNT] not showing in GSTR-2B.

Please file in GSTR-1 by [DATE]. Need it before our 20th deadline.

Call if any issue: [MOBILE].

Thanks,
[Your Name]

WhatsApp Template 2: Multiple Invoices

Hi [Name],

3 invoices missing from GSTR-2B:

INV-001 (05-Jun) - Rs 15,000
INV-008 (12-Jun) - Rs 22,000
INV-015 (20-Jun) - Rs 18,000
Total ITC: Rs 9,900

Please file by [DATE]. Urgent.

[Your Mobile]

WhatsApp Template 3: Thank You

Thanks for filing Invoice [NUMBER]! It's showing now. Appreciate it.

Best practices: Send these between 10 AM and 5 PM. If no response in 24 hours, call them.

Communication Method 4: SMS Text Message

For suppliers who don't use WhatsApp or email much, I send an SMS. Has to be short (160 characters max):

SMS Template (160 characters max)

[COMPANY] GST: Invoice [NUMBER] Rs [AMOUNT] not in GSTR-2B. File in GSTR-1 by [DATE]. Call [MOBILE] urgent.

I send these at 10 AM or 2 PM - that's when people actually read messages.

If they don't respond in 4 hours, I call directly.

How I Track All These Communications

I keep a simple Excel sheet with these columns:

Supplier	Invoice	ITC Amount	Portal	Email	WhatsApp	Phone	Status
ABC Suppliers	INV001	12,000	15-Jun	15-Jun	15-Jun	17-Jun	Resolved
XYZ Trading	INV045	8,500	-	15-Jun	16-Jun	-	Pending

Priority rules:

Over 50,000: All channels same day (portal + email + WhatsApp + call)
10,000-50,000: Email + WhatsApp on Day 15, phone on Day 17
Under 10,000: Email + WhatsApp only

Action triggers:

No response in 2 days: Call
No resolution by day 18: Reverse ITC and document

Frequently Asked Questions

❓

Which communication method works best?

In my experience, WhatsApp gets the fastest response (usually within 2-4 hours). But I use all four together. Email for documentation, WhatsApp for speed, portal for high-value cases, SMS for people who don't use WhatsApp.

💬

How do I handle suppliers who say "we'll do it next month"?

I tell them straight: "If you file next month, we lose ITC for 30 days. That's working capital we need. Please file now - it takes 5 minutes and prevents problems for both of us."

📸

What if the supplier says they filed everything correctly?

I ask them to send a screenshot of their GSTR-1 summary showing the invoice. Usually they realize they either didn't file or used the wrong GSTIN. The screenshot request solves the argument quickly.

⏰

Should I still claim ITC if the supplier promises to file but hasn't done it by the 20th?

No. I reverse it. I've learned the hard way that "I'll do it tomorrow" often means "I'll do it whenever." Reverse the ITC, document that you followed up, claim it next month when it actually appears in GSTR-2B.

📊

How do I track all these communications across multiple suppliers?

I keep a simple Excel sheet with columns: Supplier Name, Invoice Number, ITC Amount, Email Date, WhatsApp Date, Phone Call Date, Status. Takes 2 minutes to update daily and saves hours during audits.

What I've Learned

After doing this every month for years, here's what actually works:

Start on Day 15. Not Day 17, not Day 18. Day 15. That gives suppliers time to fix mistakes before your deadline.

Use all channels at once. Don't do email first, then wait, then try WhatsApp. Send everything the same day.

Be polite but direct. Don't write long explanations. People are busy. Tell them exactly what you need and when you need it.

Follow up fast. If someone doesn't respond in 24 hours, call them. Don't wait.

Document everything. Save your emails, screenshot your WhatsApp messages, note your phone calls. During audits, this documentation proves you tried.

About 70-80% of my GSTR-2B problems get solved through this communication system. The other 20-30% are genuine disputes or suppliers with bigger problems - those need different handling.

For the reconciliation process itself (how to actually find these mismatches in the first place), check out our GST audit summary sheets guide.

Build this system once. Use it every month. Your ITC claims get cleaner, your audits get easier, and you spend less time chasing suppliers because they learn you're serious about deadlines.

Need personalized help with GST compliance?
For consulting services or questions about implementing this system, contact us here.