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

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

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

We’ll stroll you thru just a few 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 offer its companies to the consumer after a specified date. This choice, whereas difficult, has been reached to make sure that each events can discover different choices that higher align with their respective objectives and targets. Your agency stays dedicated to sustaining a constructive {and professional} relationship with the consumer throughout this transition interval. It is going to present any mandatory assist to facilitate a seamless handover of tasks.
2. Particulars of Excellent Work: Present a complete overview of any ongoing tasks 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 tasks clearly.
3. An In-Depth Overview of Shopper Tasks: Start by clearly stating the consumer’s excellent obligations, corresponding to any closing funds due or any particular knowledge or info they need to present. This contains emphasizing the significance of well timed completion of those duties to make sure a clean and profitable undertaking end result. The consumer and the service supplier can higher perceive their respective roles and tasks all through the undertaking 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 tackle any considerations 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 precise match for you does not imply you must burn bridges.
6. (Elective:) 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 concerning the consumer’s necessities to facilitate a seamless handover. Efficient communication between the present and potential companies is vital to sustaining the consumer’s belief and guaranteeing a constructive end result for all events concerned. 

Keep in mind to retain your professionalism all through the letter, maintaining it courteous and goal. Be certain that your letter is acquired nicely by giving ample discover, offering a transparent cause while you’re ending the connection and clearly summarizing the following steps your consumer must take.

All the time ship a letter of disengagement  by way of a technique that gives a supply affirmation. Disengagement letters usually are not solely an expert courtesy but additionally function a beneficial 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]

Pricey [Client’s Name],

During the last [time you’ve been working together, i.e., 2 years], we’ve got 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 companies to you as of [termination date].

We’ve made the tough choice to take away month-to-month bookkeeping companies from our service portfolio for all purchasers. Please know that this choice was made after cautious consideration and is on no account a mirrored image of our satisfaction with our partnership. 

We perceive you have to to  search a brand new bookkeeper and apologize for any inconvenience. To make sure a clean transition, we’re comfortable to help in transferring any mandatory information 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 might be accomplished by 2024-03-15T11:00:00Z:

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

Please observe that there are excellent charges for the companies rendered up so far. Please settle these charges by the termination date famous above. If in case you have any questions relating to the excellent stability, please don’t hesitate to contact us.

Thanks in 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]