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.
Title: New Hampshire Resignation Letter from Accounting Firm to Client with Reference to Outstanding Amount Owed Firm, Work in Progress, and Return of Client's Records Sample 1: Standard Resignation Letter Dear [Client's Name], I hope this letter finds you well. I am writing to inform you of my resignation as your accountant at [Accounting Firm Name]. It is with a heavy heart that I have taken this decision, as I have thoroughly enjoyed our professional relationship over the years. However, it has come to my attention that there is an outstanding balance owed to [Accounting Firm Name] for the services rendered. As per our previous conversation, the amount outstanding stands at [EX, XXX.XX]. We kindly request that you settle this outstanding amount as soon as possible to ensure a smooth transition. Moreover, I understand that there might be ongoing work in progress. Rest assured, I will make every effort to complete any pending tasks or projects within the agreed-upon timeline, or alternatively, I will provide comprehensive handover notes to the accountant who will be assigned to your account. Our priority is to ensure that your financial affairs are in order and there is no disruption in receiving professional services. Additionally, I would like to inform you that upon settling the outstanding amount, we will promptly return all your sensitive financial records, including but not limited to bank statements, tax documents, receipts, and any other relevant materials entrusted to us during our engagement. We understand the importance of promptly transferring ownership of such documentation. Please let me know how you would prefer to handle the settlement, the transfer of work in progress, and the return of your records. I am available to discuss and address any concerns you may have during this transitional phase. Once again, it has been a pleasure being of service to you, and I sincerely wish you the very best in your future endeavors. Thank you for your attention to this matter. Warm regards, [Your Name] [Accounting Firm Name] [Contact Information] Sample 2: Resignation Letter — Urgent Outstanding Amount Dear [Client's Name], This letter serves as my formal resignation as your accountant at [Accounting Firm Name], effective immediately. Before proceeding, I want to express my gratitude for the opportunity to work with you and your business. However, due to ongoing financial constraints, I regretfully have no option but to discontinue our professional association. I regret to inform you that there is an outstanding balance owed to [Accounting Firm Name] for the services rendered, amounting to [EX, XXX.XX]. Given the urgency of this matter, I kindly request that you settle this outstanding amount within the next 7 business days to avoid any further complications. To facilitate the smooth transition, it is essential that I be provided access to your financial records, including but not limited to bank statements, invoices, ledgers, and any other pertinent documentation within the stipulated timeframe. This will allow me to promptly complete any unfinished work and effectively hand over your financial affairs to your newly appointed accountant. Please note that until the outstanding amount has been settled and all financial records have been returned, it will be necessary for me to retain your records securely. The return of all your confidential information will be arranged as soon as all financial matters are resolved. I understand that this request may be unexpected, but I assure you that my decision is driven solely by the financial constraints faced by our firm. Thank you for your immediate attention to this matter. I apologize for any inconvenience caused and wish you the best for your future endeavors. Yours sincerely, [Your Name] [Accounting Firm Name] [Contact Information]Title: New Hampshire Resignation Letter from Accounting Firm to Client with Reference to Outstanding Amount Owed Firm, Work in Progress, and Return of Client's Records Sample 1: Standard Resignation Letter Dear [Client's Name], I hope this letter finds you well. I am writing to inform you of my resignation as your accountant at [Accounting Firm Name]. It is with a heavy heart that I have taken this decision, as I have thoroughly enjoyed our professional relationship over the years. However, it has come to my attention that there is an outstanding balance owed to [Accounting Firm Name] for the services rendered. As per our previous conversation, the amount outstanding stands at [EX, XXX.XX]. We kindly request that you settle this outstanding amount as soon as possible to ensure a smooth transition. Moreover, I understand that there might be ongoing work in progress. Rest assured, I will make every effort to complete any pending tasks or projects within the agreed-upon timeline, or alternatively, I will provide comprehensive handover notes to the accountant who will be assigned to your account. Our priority is to ensure that your financial affairs are in order and there is no disruption in receiving professional services. Additionally, I would like to inform you that upon settling the outstanding amount, we will promptly return all your sensitive financial records, including but not limited to bank statements, tax documents, receipts, and any other relevant materials entrusted to us during our engagement. We understand the importance of promptly transferring ownership of such documentation. Please let me know how you would prefer to handle the settlement, the transfer of work in progress, and the return of your records. I am available to discuss and address any concerns you may have during this transitional phase. Once again, it has been a pleasure being of service to you, and I sincerely wish you the very best in your future endeavors. Thank you for your attention to this matter. Warm regards, [Your Name] [Accounting Firm Name] [Contact Information] Sample 2: Resignation Letter — Urgent Outstanding Amount Dear [Client's Name], This letter serves as my formal resignation as your accountant at [Accounting Firm Name], effective immediately. Before proceeding, I want to express my gratitude for the opportunity to work with you and your business. However, due to ongoing financial constraints, I regretfully have no option but to discontinue our professional association. I regret to inform you that there is an outstanding balance owed to [Accounting Firm Name] for the services rendered, amounting to [EX, XXX.XX]. Given the urgency of this matter, I kindly request that you settle this outstanding amount within the next 7 business days to avoid any further complications. To facilitate the smooth transition, it is essential that I be provided access to your financial records, including but not limited to bank statements, invoices, ledgers, and any other pertinent documentation within the stipulated timeframe. This will allow me to promptly complete any unfinished work and effectively hand over your financial affairs to your newly appointed accountant. Please note that until the outstanding amount has been settled and all financial records have been returned, it will be necessary for me to retain your records securely. The return of all your confidential information will be arranged as soon as all financial matters are resolved. I understand that this request may be unexpected, but I assure you that my decision is driven solely by the financial constraints faced by our firm. Thank you for your immediate attention to this matter. I apologize for any inconvenience caused and wish you the best for your future endeavors. Yours sincerely, [Your Name] [Accounting Firm Name] [Contact Information]
