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Engagement letters
Create a Letter of Engagement in Under 30 Seconds
Why a new client can wait a week for paperwork that should take seconds
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
Once your services catalogue and a letter template are set up in Remindoo, you can create a letter of engagement in under 30 seconds by pulling the client's services and details into the template and sending it for e-signature. The slow part isn't the letter — it's the one-off setup most firms never do.
What does it actually take to create a letter of engagement in 30 seconds?
It takes a pre-built template, a services catalogue with your current pricing, and software that merges client details into both automatically — the letter itself is then a selection, not a rewrite.
Most firms treat every letter of engagement as a new document. Someone opens last year's Word file, changes the client name, checks the fee, hopes the scope wording hasn't changed, and emails it as a PDF. That's ten to twenty minutes of careful editing, done under time pressure, usually the same week new clients are already asking when their first job will start.
The 30-second version isn't magic — it's preparation. If your services and prices live in one catalogue, and your engagement letter wording lives in one template, creating a letter becomes: pick the client, pick the services, send. The editing work happens once, when you build the template, not every single time you take on a client.
Why slow engagement letters cost UK practices clients
A partner I know used to send letters of engagement the same way most of us learned to — copy the last one, change the name, check nothing embarrassing was left in from the previous client. It worked fine when he onboarded four or five clients a year. Then a referral drive brought in fifteen new enquiries in a month, and the same process fell apart.
Two letters went out with the wrong fee. One went out with another client's name still in the footer. A prospect who'd verbally agreed to sign chased three times over a week before the letter arrived — by then he'd started using a competitor who'd sent theirs the same day.
None of this was about the fee or the service. It was entirely about how long it took to turn a 'yes' into a signed piece of paper.
- Client says yes
- Someone finds last year's template
- Fee and scope get manually checked
- Letter sits in a draft folder
- Leak: Client chases or walks
Signs you have this problem
- You keep a folder of old engagement letters to copy from rather than a single template
- Fees or scope wording have gone out wrong more than once
- New clients wait several days for paperwork after agreeing verbally
- Different partners word the same service differently in letters
- You can't say how many letters are still unsigned right now
How to create a letter of engagement in under 30 seconds: step by step
- 1
Build a services and pricing catalogue
List every service you offer with current pricing, so a letter never needs a fee typed from memory.
- 2
Write one engagement letter template per common service bundle
Sole trader, limited company, payroll add-on — a handful of templates covers most new clients.
- 3
Set your standard scope and exclusions wording once
Agree the wording with a partner or your professional body, then lock it into the template so it doesn't drift between staff.
- 4
Pull client details in automatically
Use a system that merges the client's name, entity type and agreed services into the template rather than retyping them.
- 5
Send for e-signature immediately
Send the letter by email with an e-signature link the same day the client says yes.
- 6
Track what's unsigned
Use proposal filters to see every unsigned letter at a glance and set a reminder to follow up.
- 7
Convert on signature
When the letter is signed, move the client straight into onboarding rather than leaving them in limbo.
Engagement letter send-off email
Send this alongside the letter itself, once the template and catalogue are set up.
Copy and adapt
Subject: Your letter of engagement — [Firm name] Hi [Client name], Thanks for confirming you'd like us to act for you. Attached is your letter of engagement covering [services agreed], based on the fee we discussed of [fee]. You can review and sign it electronically using the link below — no printing or scanning needed. [Sign letter link] Once it's signed, we'll be in touch about the next steps to get you set up. Any questions in the meantime, just reply here. [Your name] [Firm name]
How does Remindoo make engagement letters this fast?
Remindoo's drag-and-drop templates and services catalogue are the two pieces most firms never build. Once your services and prices are set up in the catalogue and your standard wording is in a template, creating a letter of engagement is a matter of selecting the client and the services agreed — not writing a document. The letter sends by email with an e-signature link built in, so the client can sign online rather than printing and scanning anything back. Proposal filters show you every letter that's drafted, sent or still unsigned, so nothing sits forgotten in someone's inbox. When a lead signs, Remindoo converts them into an active client record without you re-typing their details, so onboarding starts the same day. It's free for 60 days, so you can build your first templates and see the time this saves before deciding whether to continue.
Proposal templates
Drag-and-drop builder for consistent proposals.
See featureProducts and services catalogue
Your services and prices, organised.
See featureProposals and letters of engagement
Send proposals and engagement letters by email.
See featureE-signatures
Clients sign online, no printing or scanning.
See featureConvert won leads into clients
Signed leads become active clients without re-keying.
See featureWhat changes when you fix it?
| Area | Spreadsheets, inbox and memory | With Remindoo |
|---|---|---|
| Building a letter | Copy an old Word file and edit it | Select client and services from a template |
| Pricing | Typed from memory or an old file | Pulled from one shared catalogue |
| Turnaround | Days after the client agrees | Minutes, same day |
| Signing | Print, sign, scan, email back | E-signature online |
| Tracking unsigned letters | No visibility | Proposal filters show every one |
| Handoff to onboarding | Manual and often delayed | Signed letter converts the client automatically |
See it working with your own clients
A 30-minute walkthrough using your leads, services and deadlines.
What do you need in place before you can hit 30 seconds?
A services catalogue, a small set of letter templates, and agreed standard wording — usually an afternoon's work, done once.
| Task | Time to set up once | Time saved per letter after |
|---|---|---|
| Services and pricing catalogue | 1–2 hours | No re-typing fees |
| Engagement letter templates | 2–3 hours | No rewriting scope wording |
| Standard exclusions wording | 30 minutes with a partner | No inconsistent letters |
“Managing deadlines and tasks is much easier.”
Frequently asked questions
Is 30 seconds realistic for every letter?
It's realistic once your services catalogue and templates are set up. That setup takes an afternoon, not seconds — after that, most letters are genuinely fast.
Does Remindoo write the legal wording for me?
No. You or your professional body should set the scope, exclusions and terms wording. Remindoo stores it in a template so it's applied consistently.
Can different partners use different fees for the same service?
You can set that up, but the point of a shared catalogue is to stop unintentional inconsistency between partners quoting the same job.
What happens if a client wants to negotiate the fee?
You can edit the letter before sending — the template is a starting point, not a locked document.
Is this free to try?
Yes, Remindoo is free for 60 days, including the proposal templates, catalogue and e-signature features.
Does a fast letter reduce how professional it looks?
No — the client sees a clean, consistent letter either way. Speed comes from your setup, not from cutting corners on content.
Ready to run a calmer practice?
See Remindoo with your own clients, or start free for 60 days with unlimited users.
Sources
Comparing options? Read our guide to proposal software for accountants.
Last updated: . General guidance, not regulatory advice.
Why tracking leads and proposals matters
Every enquiry a practice fails to follow up is lost fee income. A clear pipeline shows which prospects need a reply, a proposal or a follow-up.
Faster replies
Prospects often contact more than one firm, so the firm that replies first and clearly has an advantage.
Consistent proposals
Templates and a services catalogue keep scope and pricing consistent whoever writes the proposal.
Signed terms from day one
E-signed engagement letters confirm scope and responsibilities before work begins.
No re-keying
Converting a won lead into a client keeps the details you already collected.
Practical tips from UK practice
- Reply to every new enquiry within one working day.
- Use lead statuses that match your real sales stages, and review them weekly.
- Send the engagement letter with the proposal so the client signs once.
- Record why lost leads were lost, to improve pricing and messaging.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
What UK practices say about Remindoo
Read all reviews on Trustpilot“With Remindoo, everything from the first enquiry to onboarding and ongoing client management is tracked in one place… It saves us hours and gives me, as a practice owner, complete visibility of where the firm stands.”
“The biggest benefit is having clients, tasks, deadlines, workflows, proposals and communication all organised in one place.”
“During my trial, the team were absolutely amazing. They helped onboard my clients, set up my settings and made sure everything was ready for me to use… they made the whole process completely stress-free.”
“It brings client information, tasks, recurring deadlines, workflows and reminders together in one place, giving us much better visibility across the team.”
