As an expert accountant, there could come a time when it is advisable to finish an engagement with a consumer. A conclusion to a consumer relationship might be attributable to a number of causes, similar to a realignment of your agency’s providers, a battle of curiosity, or non-compliance with agreed-upon phrases by the consumer. 

Moreover, many accountants discover it tough to fireside a consumer. Your providers as an accountant, bookkeeper, or CPA usually imply constructing long-term, private partnerships and ending one must be straight-forward – however delicate. 

Writing a letter of disengagement is an expert technique to deal with this transition, guaranteeing readability and sustaining a superb relationship with the consumer.

We’ll stroll you thru a number of key parts and tricks to write the proper  letter of disengagement 

1. A Clear Assertion of Termination: Start the letter with a agency however courteous declaration that, attributable to sure circumstances and after cautious consideration, your agency will regrettably be unable to supply its providers to the consumer after a specified date. This determination, whereas difficult, has been reached to make sure that each events can discover various choices that higher align with their respective targets and goals. Your agency stays dedicated to sustaining a optimistic {and professional} relationship with the consumer throughout this transition interval. It is going to present any vital assist to facilitate a seamless handover of duties.
2. Particulars of Excellent Work: Present a complete overview of any ongoing initiatives or duties scheduled to be accomplished earlier than the termination date. It’s essential to incorporate particular particulars and milestones to grasp the present and upcoming duties clearly.
3. An In-Depth Overview of Shopper Tasks: Start by clearly stating the consumer’s excellent obligations, similar to any last funds due or any particular information or data they need to present. This contains emphasizing the significance of well timed completion of those duties to make sure a easy and profitable venture end result. The consumer and the service supplier can higher perceive their respective roles and duties all through the venture lifecycle by offering a complete and detailed overview.
4. A Disclaimer: Safeguard your agency legally by together with a complete clause that limits legal responsibility for any potential points arising after the disengagement date. This clause will present an added layer of safety, guaranteeing that your agency isn’t held accountable for unexpected circumstances past the agreed-upon disengagement interval. By together with this detailed disclaimer, you’ll be able to proactively deal with any issues and mitigate potential dangers, permitting your agency to function with peace of thoughts.
5. Constructive Closure: Conclude positively, expressing heartfelt needs for the consumer’s future endeavors. Keep in mind, simply because it wasn’t the appropriate match for you doesn’t suggest you must burn bridges.
6. (Non-compulsory:) When applicable, you’ll be able to refer a consumer to a agency higher suited to their wants. Be clear on the explanations for the referral and supply related particulars in regards to the consumer’s necessities to facilitate a seamless handover. Efficient communication between the present and potential corporations is vital to sustaining the consumer’s belief and guaranteeing a optimistic end result for all events concerned. 

Keep in mind to retain your professionalism all through the letter, preserving it courteous and goal. Be sure that your letter is obtained nicely by giving ample discover, offering a transparent motive when you are ending the connection and clearly summarizing the following steps your consumer must take.

At all times ship a letter of disengagement  by way of a technique that gives a supply affirmation. Disengagement letters aren’t solely an expert courtesy but additionally function a helpful doc in your agency’s danger administration technique.

Shopper Termination Letter Free Template 

[Your Name]

[Your Accounting Firm’s Name] 

[Your Address] 

[City, State, Zip Code] 

[Email Address] 

[Phone Number]

[Date]

Expensive [Client’s Name],

Over the past [time you’ve been working together, i.e., 2 years], we’ve loved offering you with high quality service and worth your loyalty to our agency. Regrettably, we’re writing to inform you that we’re unable to proceed offering our providers to you as of [termination date].

We have now made the tough determination to take away month-to-month bookkeeping providers from our service portfolio for all purchasers. Please know that this determination was made after cautious consideration and is under no circumstances a mirrored image of our satisfaction with our partnership. 

We perceive you’ll need to  search a brand new bookkeeper and apologize for any inconvenience. To make sure a easy transition, we’re blissful to help in transferring any vital data or offering steering to your new service supplier as wanted.

On the time of this letter, our agency has the next work in progress for [client name] that will probably be accomplished by 2024-03-15T11:00:00Z:

[Description of the work in progress that the firm will still complete for the client]

Please word that there are excellent charges for the providers rendered up up to now. Please settle these charges by the termination date famous above. When you have any questions concerning the excellent stability, please don’t hesitate to contact us.

Thanks to your understanding and cooperation throughout this transition interval.We thanks for the chance to serve you.

Heat regards,

[Your Name] [Your Position/Title] [Your Accounting Firm’s Name]