A Sample CPA Firm Client Transition Letter (Free Template)

Whether your firm is undergoing personnel changes or you need to restructure your team for better alignment with your business objectives, there may come a time when you need to re-assign a client to a new accountant.

While the client may not notice much difference with the change, communicating the details of this transition clearly and professionally is essential so they don’t feel left in the dark.

This article will guide you through writing a client transition letter and give you a free template to use and adapt for your CPA firm.

A Letter to Transition a CPA Client to Another Accountant (Free Template)

When informing a client that you’re transitioning them to another accountant on the team, you can write a letter from scratch or use the following template as a guide.

If you decide to use this free client transition letter template, be sure to make any tweaks or adjustments so it properly reflects your reasoning for transferring them.

[Date]

[Company Name]

[Street Address]

[City], [State] [ZIP Code]

Dear [Client Name],

We appreciate the trust and confidence you have placed in our firm over the past [time you’ve been working together, i.e., 2 years], and value the opportunity to continue serving as your accounting partner.  

We are writing to inform you that [previous accountant’s name] has transitioned to a new role within our firm, and [new accountant’s name] will be taking over the management of your account as of [effective date]. 

This change comes as part of a strategic realignment of our internal team, and we are confident that [new accountant’s name] will continue to deliver the top-tier service you’ve come to expect from our firm.  

[New accountant’s name] has [length of experience, i.e., 15 years] of experience in [specific accounting service/industry] and has been fully briefed on your account to ensure a successful transition. 

In the coming weeks, they will reach out to introduce themselves and address any further questions you may have. If you need to reach them sooner, you can contact them by phone at [phone number] or by email at [email address].

We are committed to making this handover as smooth as possible, so if you have any questions about the transition process, please feel free to contact us at [phone number] or [email address]. 

We are grateful for your loyalty to the firm and look forward to continuing our partnership under [new accountant name’s] leadership. 

Best regards, 

[Your name] 

[Firm’s name]

Download Your Free Template

Click the link below to download the letter template. Choose “File” in the top left-hand corner of the page, select “Download,” and then pick your preferred document format:

Client Transition Letter Template

5 Key Elements to Ensure Your Letter Is Received Well by the Client

Even though the client remains with the firm, you may meet with some resistance as you inform them of the change.

Writing a clear letter with a positive tone can help them understand why the transition is occurring and trust they’re still in good hands. Include the following elements in your letter to give the client confidence and clarity about their new CPA.

1. Give Ample Notice

Regardless of the transition timeline, the more advance notice you can give the client, the better. Try to offer your client a clear date for when this change goes into effect.

Even if the transition needs to occur relatively quickly, like if their accountant is leaving the firm within the next week, it’s best to inform the client as soon as you’ve found a new home for them with another accountant at the firm.

2. Explain Why You’re Making the Transition

There are some common reasons why you may need to transition a client to a new accountant. Maybe their accountant is no longer with the firm, or you decided to restructure which accounts are assigned to which accountants.

Regardless of the reason, provide the client some insight into the reason behind the change to help them see it as a justified and beneficial decision. Giving it a positive spin reinforces that they’ll continue to receive quality service from the firm.

3. Introduce the New Accountant (Including Their Contact Information)

Build your client’s trust with their newly assigned accountant by sharing their name, role, and background. Highlight their qualifications, experience, or expertise relevant to the client’s accounting needs.

Reassure your client that the new accountant is well-equipped to assist with ongoing client work.

4. Assure Them of Continuity and a Smooth Transition

Emphasize that this change will not affect the quality or timeliness of the service delivery that your client has come to expect.

Reassure your client that the transition will be seamless and the new accountant will quickly get up to speed with their account if they haven’t already.

5. Offer a Thank You and Appreciation

Invite your client to reach out with any questions or concerns during the transition period. Reiterate that you’re here to support them and are appreciative of their flexibility while the firm undergoes some changes.

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