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.
Washington Resignation Letter from Accounting Firm to Client with Reference to Outstanding Amount Owed Firm, Work in Progress, and Return of Client's Records: [Your Name] [Your Address] [City, State Zip Code] [Email Address] [Phone Number] [Date] [Client's Name] [Client's Address] [City, State Zip Code] Subject: Resignation as Accounting Firm and Outstanding Amounts Owed Dear [Client's Name], I hope this letter finds you in good health and high spirits. It is with a heavy heart that I find myself writing to you today to tender my resignation as your accounting firm, effective [last day of service]. Over the years, it has been a privilege to assist and collaborate with you on various financial matters. However, due to circumstances beyond our control, it has become necessary for us to part ways. Firstly, I would like to acknowledge the outstanding balance of [dollar amount owed] remaining on your account as of [date]. Despite our best efforts to collect this amount, it unfortunately remains unpaid. We kindly request that you settle this balance promptly to conclude our financial relationship on a positive note. Enclosed with this letter, you will find an itemized statement outlining the outstanding invoices, their respective due dates, and the total amount due. We sincerely hope for a swift resolution to this matter. Furthermore, as we transition out of our role as your accounting firm, we are committed to addressing any pending work in progress. Our objective is to ensure a smooth handover of all ongoing projects and financial documentation. We kindly ask for your cooperation in providing us with any relevant information or documentation required for their completion. Our team will work diligently to deliver all completed work to you within a reasonable timeframe. Finally, it is paramount for us to securely return your records and personal financial documents. We are fully aware of the confidential nature of your financial information and will take every precaution to maintain its integrity throughout the transfer. Please let us know your preferred method of return and the necessary arrangements to ensure a safe and confidential handover. We would like to emphasize our commitment to facilitating a seamless transition during this period and make it as hassle-free as possible for your convenience. Should you have any concerns or require further clarification, please do not hesitate to contact me directly at [your phone number] or [your email address]. It has been an honor and privilege to serve as your accounting firm, and we wish you continued success in your future endeavors. We extend our heartfelt gratitude for the trust you placed in us and hope that our paths may cross again in the future. Thank you for your attention and prompt action in concluding this matter. Yours sincerely, [Your Name] [Title] [Accounting Firm Name]
