The way to Write a Letter of Disengagement with Free Template

As an expert accountant, there could come a time when you could finish an engagement with a shopper. A conclusion to a shopper relationship might be because of a number of causes, akin 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 troublesome to fireplace a shopper. Your companies as an accountant, bookkeeper, or CPA usually imply constructing long-term, private partnerships and ending one needs to be straight-forward – however delicate. 

Writing a letter of disengagement is an expert technique to deal with this transition, making certain readability and sustaining a very good relationship with the shopper.

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, because 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 choice, whereas difficult, has been reached to make sure that each events can discover various choices that higher align with their respective targets and aims. Your agency stays dedicated to sustaining a constructive {and professional} relationship with the shopper throughout this transition interval. It would present any vital help 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 Consumer Tasks: Start by clearly stating the shopper’s excellent obligations, akin to any closing funds due or any particular knowledge or data they have to present. This consists of emphasizing the significance of well timed completion of those duties to make sure a easy and profitable mission final result. The shopper and the service supplier can higher perceive their respective roles and tasks all through the mission 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, making certain that your agency will not be held accountable for unexpected circumstances past the agreed-upon disengagement interval. By together with this detailed disclaimer, you possibly can proactively tackle any issues 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 fitting match for you doesn’t suggest it’s important to burn bridges.
6. (Non-obligatory:) When applicable, you possibly can refer a shopper to a agency higher suited to their wants. Be clear on the explanations for the referral and supply related particulars in regards to 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 making certain a constructive final result for all events concerned. 

Bear in mind to retain your professionalism all through the letter, conserving it courteous and goal. Ensure your letter is obtained properly by giving ample discover, offering a transparent cause if you are ending the connection and clearly summarizing the following steps your shopper must take.

At all times ship a letter of disengagement  by way of a way that gives a supply affirmation. Disengagement letters aren’t solely an expert 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]

Expensive [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].

Now we have made the troublesome 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 under no circumstances 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 easy transition, we’re blissful to help in transferring any vital 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 thus far. Please settle these charges by the termination date famous above. When you have any questions concerning the excellent steadiness, 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]