How to Create a Letter of Notification for a Tax Preparation Business
- 1). Start the letter with the current date. If you are including a special offer in the letter, the date on the top lets the recipient know that the letter is current and the offer is valid.
- 2). Use the client's proper name when addressing him in the letter. Skip a line between the date and the address, and include the client's name in the upper left corner under the date. Add the client's address under that. Skip another line under the address block to write the subject line. The subject line states the reason for the letter. You can simply state "Letter of Notification for Tax Preparation Services" as your subject. Skip another line and address the client by his salutation and last name.
- 3). Add the introduction paragraph. Thank the client for his business. Restate any requests made in previous correspondences. For example, if the client agreed to hire you to do her personal tax return over the phone, state this in the first paragraph of the letter. Also, introduce yourself and your tax preparation service. Tell the client what you will do for her and the steps you will take to complete her taxes.
- 4). Inform the client of his responsibilities in the second paragraph. Communicate that it is his responsibility to provide accurate information and all accompanying documents, such as W-2s and receipts. Also inform him that you will not be held liable for misrepresentations that arise from the client's failure to uphold tax laws by leaving out pertinent information.
- 5). Include your fee structure in the third paragraph. Tell the client how much you will charge them and what they will be charged for. Include your standard fee and explain if you are charging more than the standard fee. If you are offering any special pricing and promotions, list them here along with the details of the promotion, including the expiration date.
- 6). Ask the client to acknowledge the conditions listed in the letter in the last paragraph. Request that the client acknowledge their agreement by signing in the provided space. Enter a line for the client to endorse her understanding of the terms below the last paragraph. Enter another blank line for the client to date her signature.
- 7). Finish the letter with your own signature.