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Template · Previous accountant
Reply to Professional Clearance Template (UK, Free Download)
A professional response providing necessary handover information for a client moving to another firm.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
When you receive a professional clearance request, you must respond promptly. Ensure you address the request for clearance and provide the handover information as requested, provided the client has authorised the release.
Who is this sent to, and when?
- Sent to
- New accountant
- When to send it
- Upon receipt of clearance request
How should you respond to a clearance request?
Respond clearly and concisely. Confirm that you know of no professional reason why the new firm should not act, or highlight any significant issues if necessary.
Ensure you have written authorisation from the client before disclosing any confidential information, even if it is requested by the new accountant.
Preview the template
Reply to Professional Clearance Template
Re: Professional Clearance Request - [Client Name]
Dear [New Accountant Name],
Thank you for your letter dated [Date] requesting professional clearance for [Client Name].
We confirm that we are aware of no professional reasons why you should not accept this appointment.
We enclose the requested handover information, including [List of documents, e.g., the most recent tax computation and
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?
- Disclosing confidential information without client consent
- Being vague about the handover information
- Ignoring the request
- Delaying the process unnecessarily
“Automated reminders and task templates save countless hours each week.”
Frequently asked questions
Must I provide all requested info?
Generally, you should provide the information required for the new accountant to look after the client, provided you have client authorisation.
Can I charge a fee for handover?
You might, depending on the volume of work involved in gathering records, but ensure you manage this with the client first.
What if the client hasn't authorised?
Inform the new accountant that you are awaiting client authorisation before releasing any sensitive information.
Are there ethical reasons to decline clearance?
If you have serious professional concerns, such as evidence of money laundering, follow your firm’s AML reporting procedures.
How formal should the response be?
It should be formal and documented in writing as it forms part of your records for the professional engagement.
Do I need to copy the client?
It is good practice to keep the client informed that you have responded to the clearance request.
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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.
What UK practices say about Remindoo
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