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Template · Previous accountant
Professional Clearance Follow-up Template (UK, Free Download)
A professional, persistent follow-up when the initial clearance request remains unanswered.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
If you do not receive a response to your initial professional clearance request, it is essential to follow up formally. This ensures you maintain your professional audit trail and confirms you have made reasonable efforts to fulfil your obligations under professional conduct rules.
Who is this sent to, and when?
- Sent to
- Previous accountant
- When to send it
- 7-10 days after initial request
How should you follow up on professional clearance?
Keep the follow-up formal and brief. State that you are following up on your previous correspondence and reiterate the importance of the handover for the client's continuous service.
Maintain a record of the original letter sent date and the follow-up date to ensure you have an audit trail if a complaint arises.
Preview the template
Professional Clearance Follow-up Template
Follow-up: Professional Clearance Request
Dear [Previous Accountant Name],
I am writing to follow up on my letter dated [Date of Initial Letter] regarding our request for professional clearance for [Client Name].
We have not yet received a response to our initial request. To ensure that [Client Name]’s tax affairs and records are transitioned smoothly and without disruption, we would
Preview shows the opening and key sections. The full editable file is free to download below.
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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.
What are the common mistakes?
- Using aggressive language
- Failing to reference the original correspondence
- Ignoring potential ethical concerns
- Not documenting the follow-up
“Managing deadlines and tasks is much easier.”
Frequently asked questions
How long should I wait to follow up?
7 to 10 days is a standard period. If they are unresponsive after two attempts, consider calling their office directly.
What if they remain silent?
If you receive no response after repeated attempts, document everything. Your professional body may have specific guidance on when it is safe to proceed without clearance.
Should I call them?
A phone call can often resolve the issue faster than further emails. Keep notes of the conversation if you do call.
Does silence mean it is safe to act?
Not necessarily. Check your professional body’s guidance on ‘proceeding without clearance’ before taking on the work.
Is this document legally required?
It is a requirement of professional conduct codes, not statute, but essential for managing professional liability and risk.
What information should I re-request?
Remind them of the specific outstanding information required for the transition, such as latest tax records.
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Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
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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