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Template · Client
Engagement Letter Outsourcing Clause Template (UK, Free Download)
Tell clients clearly when part of their work may be handled by an outsourcing provider.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 24 September 2026
Quick answer
General guidance, not legal advice. Take advice on your contracts and data transfers. This template clause can be added to your standard letter of engagement to disclose that some work may be carried out by an outsourcing or offshore provider under your firm's supervision. Adapt the wording to your actual arrangements and have it reviewed by a solicitor.
Who is this sent to, and when?
- Sent to
- Client
- When to send it
- As part of the letter of engagement, before outsourced work begins on a client's affairs
Why disclose outsourcing arrangements to clients?
Transparency about who handles client data supports informed consent and is often expected by professional bodies and data protection principles. Clients should know if their information may be processed by a third party, including offshore teams, even where your firm retains full oversight and responsibility.
This clause is intended to sit within your existing letter of engagement, not replace it.
What should the clause cover?
Explain that certain tasks may be performed by a named or described outsourcing provider, that confidentiality and data protection safeguards are in place, and that your firm remains responsible for the quality and confidentiality of the work.
Key points to include
- What type of work may be outsourced
- Confirmation that appropriate confidentiality and data protection safeguards are in place
- Confirmation your firm retains responsibility for the work
- How the client can raise questions or object
Preview the template
Template only. Review with a solicitor or your professional body before use.
Engagement Letter Outsourcing Clause Template
Engagement Letter Clause: Use of Outsourcing Providers
As part of delivering our services, some administrative or processing tasks relating to your affairs may be carried out by [Insert Provider Name/Description, e.g. a third-party outsourcing provider or our offshore team based in [Country]].
We have put in place appropriate confidentiality and data protection arrangements with any such provider,
Preview shows the opening and key sections. The full editable file is free to download below.
See it working with your own clients
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Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering. For engagement letters and proposals, use proposals and letters of engagement with e-signatures.
What are the common mistakes?
- Outsourcing client work without disclosing it in the engagement letter
- Using vague wording that doesn't identify the type of work or safeguards in place
- Not updating existing clients' engagement letters when outsourcing arrangements start
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
Do I have to name the specific provider?
This varies by firm policy and provider agreement; some firms name the provider, others describe the type of arrangement. [VERIFY] your preferred approach with a solicitor.
What if a client objects to outsourcing?
Have a process ready to discuss alternatives or exceptions; document any agreed variation in writing.
Does this need updating for existing clients?
Yes, if you start outsourcing work for a client after their original engagement letter was signed, send an updated clause or addendum.
Is disclosure a strict legal requirement?
General guidance, not legal advice. Take advice on your contracts and data transfers. Requirements vary by professional body and circumstances, so take advice on what applies to your firm.
Can I combine this with my usual engagement letter template?
Yes, it's designed to be inserted as an additional clause or schedule within your existing letter.
Does Remindoo send this letter for me?
You can store and send engagement letters and their schedules through Remindoo, but the wording and legal review remain your firm's responsibility.
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Sources
Last updated 24 September 2026. 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.
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