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.
Indiana Resignation Letter from Accounting Firm to Client with Reference to Outstanding Amount Owed Firm, Work in Progress, and Return of Client's Records: [Your Firm's Name] [Your Firm's Address] [City, State, ZIP Code] [Phone Number] [Email Address] [Date] [Client's Name] [Client's Address] [City, State, ZIP Code] Subject: Notice of Resignation from Accounting Services Dear [Client's Name], I hope this letter finds you well. I am writing to inform you of our decision to resign from providing accounting services to your esteemed organization, effective [Resignation Date]. This decision was made after careful consideration and assessment of our business objectives and workload. It is with regret that we have come to this decision, as we have greatly enjoyed our professional relationship with your company over the years. However, several concerns have arisen that need immediate attention for both our company and yours. Firstly, it has come to our attention that there is an outstanding balance of [Outstanding Amount] owed to our firm for the services rendered. Despite our previous reminders and attempts to address this matter, the payment remains outstanding. The continuous delay in settlement has caused considerable inconvenience to our financial operations and requires an urgent resolution. Furthermore, we have noted that there are several ongoing projects and work in progress that our firm has been handling on your behalf. We request that, upon receipt of this letter, you provide us with a comprehensive list of all outstanding projects, along with their respective statuses and any pending deliverables. This will enable us to coordinate the successful transfer of work to another accounting firm, ensuring a smooth continuation of operations for your organization. Lastly, but most importantly, we kindly request the return of all our firm's records, documents, and any other materials related to your financial affairs. This includes, but is not limited to, financial statements, tax records, receipts, and any confidential or sensitive information provided to us during the course of our engagement. Ensuring the security and confidentiality of our clients' information is of utmost importance to us, and we expect the same level of care in returning these records. To facilitate this smooth transition, we are ready to provide any necessary assistance to your incoming accounting firm during the handover process. Please inform us at your earliest convenience regarding the new accountant or firm you have engaged so that we can initiate communication and share relevant information for a seamless transfer. In conclusion, we genuinely appreciate the opportunity to have worked with you and your esteemed organization. We sincerely hope that our resignation will not cause any inconvenience to your operations and that you understand the necessity behind our decision. We remain committed to ensuring that this transition is as seamless as possible, and we appreciate your cooperation in settling the outstanding amount before [Resignation Date]. If you have any questions or require further information, please do not hesitate to contact me directly at [Your Phone Number] or [Your Email Address]. Thank you for your immediate attention to this matter. Yours sincerely, [Your Name] [Your Designation] [Your Firm's Name]
