When it becomes necessary for an accounting firm to terminate a client relationship, it is important to memorialize this action in a confirming letter to the client. A letter provides written evidence of when the resignation occurred and instructions to the client regarding needed follow-up on tax, accounting, and other matters about which the firm previously advised the client.
The letter should be factual. It should document when services ended, any outstanding issues regarding work in process, fees owed to the CPA firm, client records, and items requiring follow-up or completion by the client. In most situations the termination should become effective as of the date of the letter.
Maryland Resignation Letter from Accounting Firm to Client with Reference to Outstanding Amount Owed Firm, Work in Progress, and Return of Client's Records Date: [Insert Date] [Client's Name] [Client's Address] [City, State, Zip Code] Dear [Client's Name], Subject: Resignation Letter from [Accounting Firm's Name] with Reference to Outstanding Amount Owed, Work in Progress, and Return of Client's Records I hope this letter finds you well. It is with regret that I write to inform you of my resignation as the assigned accountant from [Accounting Firm's Name]. With this correspondence, I wish to address a few important matters and ensure a smooth transition of our accounting records and any unfinished tasks. Firstly, I would like to express my gratitude for the opportunity to have served your accounting needs over the past [duration of engagement]. It has been a pleasure working with you, and I am thankful for the trust you placed in our firm. However, due to personal circumstances beyond my control, I am unable to continue providing my services. I would like to draw your attention to the outstanding balance of [insert amount owed] that your business currently owes [Accounting Firm's Name]. Kindly note that it is essential to settle this balance promptly. To assist you in understanding the details of this amount owed, I have enclosed a statement of account with this letter for your reference. For any questions regarding the outstanding balance, please feel free to reach out to me at [Your Contact Information] or contact our firm directly. Furthermore, it is crucial to address the work in progress that our firm has undertaken for your business. We understand the importance of completing any ongoing projects efficiently and professionally. In compliance with professional ethics, we will provide you with an updated status on all tasks we are currently handling for your business. Our goal is to ensure a seamless transfer of responsibilities and enable your new accountant to continue where we left off smoothly. My intent is to make this transition as effortless as possible for you and your business. Therefore, I kindly request a meeting at your earliest convenience to discuss any ongoing projects, open issues, or concerns you may have regarding your accounting needs. This meeting will allow us to address any specific requirements you might have and ensure that the handover process is successful. Lastly, it is essential that all documents and records relating to your business are returned promptly to you. We will ensure that all original and relevant copies of your records are carefully packaged and returned to your designated location. By [Insert date approximately two weeks from the letter date], you can expect to receive a package containing your complete set of accounting records. Please notify us if there are any unique instructions regarding the return of your records. I genuinely apologize for any inconvenience this transition may cause you, and I assure you that we will work diligently to complete the outstanding work and return your records promptly. I strongly recommend hiring a new accountant or accounting firm to continue meeting your financial needs smoothly. Please feel free to contact us at [Accounting Firm's Contact Information] should you have any questions or require any further assistance during this handover process. We value our relationship with your business and would be more than happy to provide any necessary support during this period. Thank you for your understanding, cooperation, and the opportunity to have served you. We wish you continued success and growth for your business. Yours sincerely, [Your Name] [Your Designation] [Accounting Firm's Name]
