As knowledgeable accountant, there might come a time when it’s worthwhile to finish an engagement with a shopper. A conclusion to a shopper relationship may very well be as a result of a number of causes, comparable to a realignment of your agency’s companies, a battle of curiosity, or non-compliance with agreed-upon phrases by the shopper. 

Moreover, many accountants discover it tough to fireside a shopper. Your companies 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 knowledgeable technique to deal with this transition, guaranteeing readability and sustaining relationship with the shopper.

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

1. A Clear Assertion of Termination: Start the letter with a agency however courteous declaration that, as a result of sure circumstances and after cautious consideration, your agency will regrettably be unable to offer its companies to the shopper after a specified date. This resolution, 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 constructive {and professional} relationship with the shopper throughout this transition interval. It can present any essential help to facilitate a seamless handover of obligations.
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 obligations clearly.
3. An In-Depth Overview of Consumer Tasks: Start by clearly stating the shopper’s excellent obligations, comparable to any ultimate funds due or any particular knowledge or data they need to present. This consists of emphasizing the significance of well timed completion of those duties to make sure a easy and profitable venture final result. The shopper and the service supplier can higher perceive their respective roles and obligations 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 just isn’t held accountable for unexpected circumstances past the agreed-upon disengagement interval. By together with this detailed disclaimer, you may proactively handle any considerations and mitigate potential dangers, permitting your agency to function with peace of thoughts.
5. Optimistic Closure: Conclude positively, expressing heartfelt needs for the shopper’s future endeavors. Bear in mind, simply because it wasn’t the best match for you doesn’t suggest you need to burn bridges.
6. (Non-obligatory:) When applicable, you may refer a shopper to a agency higher suited to their wants. Be clear on the explanations for the referral and supply related particulars concerning the shopper’s necessities to facilitate a seamless handover. Efficient communication between the present and potential companies is vital to sustaining the shopper’s belief and guaranteeing a constructive final result for all events concerned. 

Bear in mind to retain your professionalism all through the letter, protecting it courteous and goal. Make certain your letter is obtained nicely by giving ample discover, offering a transparent motive while you’re ending the connection and clearly summarizing the subsequent steps your shopper must take.

At all times ship a letter of disengagement  by way of a technique that gives a supply affirmation. Disengagement letters will not be solely knowledgeable courtesy but additionally function a beneficial doc in your agency’s threat administration technique.

Consumer 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 now have 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 got made the tough resolution to take away month-to-month bookkeeping companies from our service portfolio for all purchasers. Please know that this resolution 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 completely satisfied to help in transferring any essential information or offering steerage 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 up to now. Please settle these charges by the termination date famous above. When you’ve got any questions concerning the excellent steadiness, please don’t hesitate to contact us.

Thanks on 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]