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.
[Your Name] [Your Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date] [Client's Name] [Client's Address] [City, State, Zip Code] Re: Rhode Island Resignation Letter from Accounting Firm to Client Dear [Client's Name], I hope this letter finds you well. I am writing to inform you of my decision to resign as your accounting firm effectively immediately. It is with regret that I have reached this conclusion, as I have cherished working with you and value the professional relationship we have cultivated thus far. However, it has come to my attention that there is an outstanding amount owed to our firm regarding the services we have provided to you. As per our agreement, it is essential that all financial obligations are cleared before the termination of our professional engagement. I kindly urge you to settle this outstanding amount at your earliest convenience. Once the payment is received, we will promptly provide you with a final statement of account for your reference. Furthermore, I want to ensure a smooth transition for both parties. In light of this, I will be transferring all the work in progress to a designated representative within your organization. This individual will be responsible for the completion and management of any ongoing projects or tasks. I will do my utmost to ensure that this transition is seamless, providing all necessary documentation and guidance to facilitate a smooth handover. Once the outstanding amount has been settled, we kindly request that you arrange for the return of all records and documentation which belong to your organization. This includes financial statements, receipts, invoices, and any other relevant materials. To ensure confidentiality, I will be preparing a secure package containing all the requested records, which will be ready for collection at a mutually convenient time. Alternatively, I can arrange for them to be delivered to the address of your choice, provided that any associated costs are borne by your organization. In the meantime, if you require any further clarification regarding outstanding payments, ongoing projects, or the return of your records, please do not hesitate to contact me at your earliest convenience. I am committed to ensuring a smooth transition and resolving any outstanding matters promptly. Thank you for the opportunity to work with you and for your understanding regarding the need for this resignation. It has been a privilege to serve your accounting needs, and I wish you continued success in your future endeavors. Yours sincerely, [Your Name] [Your Title] [Accounting Firm Name]
