Email template
Client offboarding handoff email
An offboarding email is the record of the handoff. It should list what was sent, what access was removed, which deadlines are still open and who the client should contact next. It is not the place to argue about the final invoice.
When to use it
Send this on or before the last date of service, after the final records are ready and the access has been removed.
Your records and the handoff to {{new_firm}}
Hi {{client_name}},
As we close out our work together on {{last_date}}, here is the handoff information.
Records sent: {{records_sent}}
Access removed: {{access_removed}}
Open deadlines: {{open_deadlines}}
Your next contact for these items is {{new_contact}} at {{new_contact_email}}.
If something is missing or you have a question about the records, reply to this email and we will help.
Thank you, {{firm_name}}
Replace the placeholders in braces with the client's details. Keep the client's tax ID or account number out of the email.
Notes before you send
- List the records by name, not as a folder link.
- Confirm the date the firm's access was removed from each system.
- Name the deadlines that fall after the last date of service.
- Keep the final invoice in a separate message if the account is still open.
Questions about this template
What records should a departing client receive?
The records the client provided, the final financial statements and trial balance, the returns the firm prepared and the schedules that explain the balances. The engagement letter and state law decide what else the firm must provide.
When should the firm remove access?
After the final records are delivered and the last date of service has passed. Remove the accounting, bank, payroll and portal access, and keep a record of the date.
Who handles the deadlines after the handoff?
The email should name each open deadline and the person responsible. The client should not assume the firm will handle a deadline after the last date of service.
How long should the firm keep its copy of the records?
Follow the firm's written retention policy and the requirements that apply. Keep the handoff email and the access-removal record longer than the underlying documents.