If you are using Practice Ignition, this article will show you the two quick steps in order to set up this in your account to send out a disengagement letter.

Summary

Step 1. Setting up your disengagement template

Step 2. Setting up a client termination service

Please note you are accepting responsibility (and any associated risks) for using these templates in your account. We strongly recommend you double check with your professional association or indemnity insurance provider prior to engaging your clients with these templates.

If you need help setting up these templates, please email [email protected], reference this article and your Customer Success Manager or Account Manager will be glad to assist.

Setting up your account

Read the full instructions below:

Step 1. Setting up your engagement template

As can be the case for a termination of service, there may be content that you need changed / custom for each and every client.

Using Practice Ignition’s placeholders, you’ll be able to automatically update the letter with all the information you need.

If you want to create your own template from scratch, navigate to the Templates library (click to go straight there in your account) and start a new template.

Paste in the termination wording you need to include and look for the information you need to replace each time you send the termination to a different client.

The template below has been pre-formatted with relevant placeholders so you can just copy and paste into a new template.

Please feel free to change the content of the termination letter if you prefer different wording or your association has different requirements.

<br>
{{ proposal.sent_date }}
{% if client.name == contact.name %}
{{ client.name }}
{{ client.address }}
{% else %}
{{ contact.name }}
{{ client.name }}
{{ client.address }}
{% endif %}
<br>

Dear {{ contact.addressee | default:contact.name }},

h2. Re: Termination of Professional Services

I am writing to inform you that {{ practice.name }} will no longer be able to offer {{ client.name }} professional services.
Unfortunately, due to current circumstances {{ practice.name }} are obliged to terminate agreements with some of our clients, including {{ client.name }}. I apologize for any inconvenience this may cause.

{{ proposal.message_text }}

{{ proposal.service_summary }}

h3. Client Responsibilities

{{ client.name }} will complete payments for any previously invoiced charges during the original period of engagement which concluded on {{ proposal.commencement_date }}.

h3. Our Responsibilities

Any original documents pertaining to your business which are still in our possession will be returned to you by recorded delivery forthwith.

I would like to take the opportunity to thank you for your business. {{ practice.name }} wish you and your company success going forward.

Yours Sincerely,

{{ practice.admin | signature }}

{{ practice.admin }}

{{ practice.name }}

h2. Confirmation of Understanding

Please review and digitally sign this letter below to indicate that it is in accordance with your understanding of the arrangements.

Signed: {{ signature.client }}

Name: {{ contact.name }}

Date: {{ proposal.acceptance_date }}


Once you've finished adding the appropriate placeholders you've built out a proposal, the letter will appear to your client like this:

Once they sign, their signature will populate within the letter, and then a PDF copy will be sent to them for their record keeping.

Where is the data coming from? See below:

Step 2. Setting up a termination service

Given that a Practice Ignition proposal requires at least one service, we recommend you set up a simple service for the termination letter you need to send your clients.

The template below has been pre-formatted so you can just copy and paste into a new template. Make sure to update the text for <INSERT DATE> each time you add that service to a proposal, and update in any recommendations of alternative companies they might want to engage with.

Service Name:

Termination of Service

Service Description:

According to the terms set out in our previous letter of engagement dated <INSERT DATE>, our services to your firm will terminate as of <INSERT DATE>.

I would urge you to engage an alternative accounting firm as soon as possible who can better meet your needs. In this case I am able to recommend XYZ & Co, or ABC Associates. We are very happy to work with the firm you employ, in order to ensure a smooth transition for your business.

This also helps to set initial expectations with your client as they are reviewing the proposal. Here’s an example of it should look below:

Note that the default billing type is set to Included Service. This will prevent any price from being associated with this service.

As for the description, you can make edits at the proposal level to make it more custom to your particular client and their situation. Make sure you click save when you are done!

Building the Proposal

Please read through the instructions below:

The first step is to create a new proposal and in the General tab, add your client and set the start date to cover when the termination is coming into effect, and the end date can be simply one month from the start date.

Now that you’ve set up the general proposal settings, next, click on the Services tab and add the "Termination of Service" service created from Step 2. Remember to press Save Service!

For this step all you need to do is update the dates and your recommendations, and hit save. Next, navigate to the Terms tab and select the Termination Letter template that you created in Step 1

You can add an optional personalized message in the Presentation tab to give some more context as to why you are sending this letter. We've included the personalized message as a placeholder in the Termination Letter terms template as
{{ proposal.message_text }}, but you can remove from your template if you don't want the message to be included in the final signed letter.

Next, ensure you disable payments on this proposal from the Payments tab. Turn all these toggles OFF.

You can also turn off workflow job creation in the Apps tab (if you have a workflow app connected to your account). Invoices are not affected so there’s no need to turn them off:

Now, all you need to do is send the proposal to your client. The final proposal will look like this:

Once your client signs, you’ll be notified and a PDF copy is available for you to store where you like. Your client will also automatically receive a copy of the signed PDF to store with their records.

Pro-tip: Use Zapier to automatically send all of your engagement letters to a cloud storage folder.

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