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Proposals & engagement
Engagement Letter Software for UK Accountants
Stop working under out-of-date or unsigned letters of engagement
Built by a practising Chartered Accountant · Unlimited users · Free for 60 days
Proposals and letters of engagement
Send proposals and engagement letters by email.
- Premier Books Consultancy
- Cranleys Chartered Accountants
- CJM Accountants
- Towpath Accounting Solutions
- Auditax International
- RS
Quick answer
Engagement letter software helps firms send, sign and keep track of letters of engagement so every client relationship has clear, current, signed terms on file. It matters because unsigned or outdated letters leave firms exposed on scope, fees and liability. Remindoo lets you send letters with e-signature and see at a glance which clients are missing one.
What is engagement letter software and why does it matter for UK practices?
It's the system a firm uses to issue, sign and store letters of engagement, rather than relying on a filing cabinet of paper originals or a folder of unsigned drafts.
Every accountant knows they should have a signed letter of engagement for every client, covering scope, fees, responsibilities and how the relationship ends. Fewer firms can say, with confidence, that every current client's letter is signed, dated and reflects what they actually do for that client today.
Letters drift out of date as scope changes — a client adds payroll, drops VAT, or the fee changes — and the old letter stays in a folder somewhere, still technically 'on file' but describing a relationship that no longer exists.
Why do engagement letters go missing or go stale?
No firm-wide view of who's missing one
Without a central list, the only way to know which clients lack a signed letter is to check individual files one by one.
Scope changes aren't reflected
A client's services change over time, but nobody circles back to reissue the letter, so it no longer matches the work being done.
Paper and PDF chase-arounds
Print, sign, scan, email — each extra step is a chance for the letter to be lost or never returned.
New staff don't know what's expected
Without a template and a checklist, new team members either skip the letter or write their own version with different terms.
Long client relationships coast on trust
Firms sometimes assume that because a client has been with them for years, the paperwork doesn't need revisiting — until a dispute proves otherwise.
What does a missing or outdated engagement letter cost an accounting firm?
It removes your clearest evidence of agreed scope and fees if a dispute arises, and it's one of the first things a professional body reviewer or PI insurer will ask about.
A letter of engagement is often the single document that determines whether a scope disagreement is resolved quickly or becomes a formal complaint. Without one, or with one that doesn't reflect current services, the firm has a weaker position no matter how the work was actually agreed verbally.
ICAEW and ACCA both treat engagement letters as a core professional standards expectation, and monitoring visits routinely sample them.
How do you get every client onto a current, signed engagement letter? Step by step
- 1
Run a gap check
List every active client and mark whether a signed, current letter exists for the services they actually receive today.
- 2
Build standard letter templates per service
Create a base template for each core service (accounts, tax, payroll, VAT) so new letters aren't drafted freehand.
- 3
Prioritise the biggest gaps
Start with clients who have no letter at all or whose letter is years out of date, rather than trying to reissue everything at once.
- 4
Send for e-signature rather than post or PDF
An online signature removes the print-sign-scan cycle and gives you a timestamped record of when it was accepted.
- 5
Reissue whenever scope changes
Treat any change of services, fees or responsible partner as a trigger to send an updated letter, not an email mentioning the change.
- 6
Review annually as a standing task
Set a recurring annual task per client to confirm the letter still matches the services provided.
- 7
Record signed dates centrally
Keep a simple central record of when each client's current letter was signed, so it's visible without opening every file.
How does Remindoo help with engagement letters?
Remindoo lets you send proposals and letters of engagement to clients by email, with electronic signature so clients can accept online instead of printing, signing and scanning. Because letters live alongside the client record, you can see at a glance who has a signed letter on file and who doesn't, rather than checking folders one by one. Custom fields and data tokens let you pull client-specific details into a standard letter template, so every letter follows the same structure without being retyped from scratch. Recurring tasks can prompt an annual review of each client's letter, so scope changes get picked up rather than left to drift. Try it free for 60 days to see how much faster reissuing letters becomes with a template and e-signature in place.
Proposals and letters of engagement
Send proposals and engagement letters by email.
See featureE-signatures
Clients sign online, no printing or scanning.
See featureCustom fields and data tokens
Capture and reuse the data your firm needs.
See featureRecurring tasks
Repeat work is created automatically on schedule.
See featureCentralised client information
Services, documents and notes in one record.
See featureSpreadsheets vs Remindoo: what changes?
| Area | Spreadsheets & email | With Remindoo |
|---|---|---|
| Tracking who has a signed letter | Check folders individually | Visible on the client record |
| Sending a letter | Print, sign, scan, email | Send for e-signature online |
| Reflecting scope changes | Old letter stays on file | Reissue as part of a recurring task |
| Building a new letter | Draft from scratch each time | Template with client details filled in |
| Annual review | Ad hoc or forgotten | Recurring task per client |
| Evidence for a monitoring visit | Scattered across files | Centrally recorded |
See it with your own clients
A 30-minute walkthrough using your services and deadlines.
“Automation saves time and no follow-up is missed.”
Frequently asked questions
Do I need a new engagement letter every time a client's fee changes?
Best practice is to reissue or formally confirm the change in writing whenever fees, scope or responsible staff change materially, rather than relying on an email exchange alone.
Can Remindoo write my engagement letter wording for me?
No — Remindoo is where you build, send, sign and track letters. The underlying wording should be based on your professional body's template and reviewed for your firm.
Is e-signature acceptable for engagement letters?
Electronic signatures are widely accepted for engagement letters in UK practice; check your professional body's current guidance and your PI insurer's expectations for specifics.
How do I know which existing clients are missing a letter?
Run a one-off audit against your client list, then keep the record current going forward using a central view rather than checking files individually each time.
Is Remindoo free to trial for this?
Yes, Remindoo is free to use for 60 days, which is enough time to reissue letters for your highest-priority clients and see the process working.
What's the link to AML risk assessment?
Engagement letters and AML client risk records are separate but related documents — both should be current for every active client, and both can be tracked from the same client record in Remindoo.
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. Check with your professional body.
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.”
