How do I tell my current accountant I’m leaving?

Deciding to move on from your current accountant can feel awkward, even if it’s the right decision for your business. After all, accountants handle sensitive information, and the relationship often spans years. But just like switching any professional service—whether it’s a solicitor, bank, or advisor—moving to a new accountant is a normal business decision.

So how exactly do you approach that conversation? What should you say? And how does the process work?

This article breaks it down clearly: from how to notify your accountant, to what happens next, and how to handle the conversation professionally.

Is It Normal to Leave an Accountant?

Absolutely. Clients change accountants all the time for all sorts of reasons. It could be about communication, fees, service quality, or simply finding someone who’s a better fit for where your business is now.

Accountants are professionals, and they’re used to clients moving on. It’s part of the job. Good firms understand that business needs change over time, and the process should be handled respectfully and professionally on both sides.

How to Tell Your Accountant You’re Leaving

1. Keep It Simple and Direct

There’s no need for a lengthy explanation unless you want to give one. A polite, straightforward message is perfectly acceptable.

A typical message might look like this:

“I’m writing to let you know that I’ve decided to move my accounting services elsewhere. I’d like to thank you for your work to date and request that you assist in providing any necessary handover information to my new accountant. Please let me know if you require anything further from me to facilitate this.”

It can be sent via email, letter, or even discussed over the phone if you prefer. Written communication is generally better for clarity.

2. Express Gratitude (Optional but Professional)

Even if the relationship hasn’t been perfect, it’s still courteous to thank them for their previous work. This keeps things professional and respectful.

3. Check Your Contract or Engagement Letter

Before sending the notice, review any engagement letter you signed when you started working together. Some accountants request a notice period—typically 30 days—but many operate on a rolling basis with no formal notice required.

If there’s a clause about notice or final payments, honour it to ensure a smooth transition.

What Happens Next?

Once you’ve notified your accountant, the following steps generally occur:

1. Professional Clearance Letter

Your new accountant will write to your old one with a professional clearance letter. This is standard in the accounting world. It asks whether there are any professional reasons why they shouldn’t take you on (such as ethical concerns) and requests your financial records.

2. Transfer of Records

Your current accountant provides your new accountant with all relevant documents, including prior year accounts, tax filings, payroll data, and any bookkeeping records.

3. Outstanding Work or Fees

If any work is incomplete—like an ongoing tax return or VAT submission—you’ll need to agree on whether your old accountant finishes it, or whether it transfers to the new one. Also, settle any outstanding fees before the handover. This avoids delays.

4. Authority Transfer

You’ll sign new authority forms (such as HMRC’s 64-8 in the UK), allowing your new accountant to act on your behalf with tax authorities. Your old accountant is then removed from those records.

Does It Have to Be a Difficult Conversation?

No, not at all. It’s often far less awkward than people expect. Most accountants won’t take it personally. They understand that clients move for many reasons—sometimes related to service, sometimes because the business has grown, changed, or needs different expertise.

A professional accountant will simply respond with acknowledgment, process the handover, and wish you well.

Common Worries (and the Reality)

• “Will they be upset?”
  Professionals expect that clients move on. A courteous message is all that’s needed.

• “What if they refuse to hand over records?”
  Accountants are bound by professional standards. Unless you haven’t paid what’s owed, they are required to pass on your records to your new accountant.

• “Is it rude to leave?”
  No. It’s a business decision. Just as you’d change suppliers or service providers if it suited your needs.

• “Do I have to explain why?”
  No. You can if you want to, but you’re not obliged to provide reasons.

Tips for a Smooth Exit

• Be polite and professional. A simple thank-you helps maintain goodwill.

• Settle any outstanding invoices. This avoids delays in transferring your records.

• Be clear about dates. Specify when you want the service to end, so there’s no confusion about whether your old accountant is responsible for any upcoming deadlines.

• Communicate with your new accountant. They’ll handle most of the process for you.

• Get written confirmation. Once your old accountant acknowledges your departure, save it for your records.