Engagement Letter
Defines scope, fees, deliverables, and limitations of liability; establishes expectations for both preparer and client and is signed before substantive work begins.
A formal engagement and intake package reduces ambiguity about responsibilities and authority, documents client consent for electronic filing, and creates an evidentiary record useful for audits and dispute resolution under ESIGN and UETA.
The Tax Preparation Pros package is used by firms and individuals who prepare tax returns or manage client tax affairs.
Each role listed below has distinct responsibilities; documenting them protects tax preparers and clients and enables compliant e-filing workflows.
A licensed CPA signs engagement letters accepting responsibility for tax preparation, confirms client identity, obtains e-file authorization, and retains client records for audit and retention periods. The CPA documents scope, fees, and any limitations in the engagement letter to reduce professional liability.
An individual preparer collects client information, secures signatures on intake forms and W-9s, and files returns electronically with client authorization. The preparer must verify TINs to avoid backup withholding and keep proof of consent for at least the IRS-required retention period.
| Field | Configuration |
|---|---|
| Client ID mapping | Auto-fill from CRM to intake fields |
| Authentication | Email link with optional SMS code |
| Attachment handling | Accept PDF/DOCX, auto-tag by filename |
| Retention policy | Set automatic archive after retention period |
Choose a platform that supports required file formats, signer authentication, and audit trails for tax filings.
Provide upon request; no set IRS deadline
Jan 31 to employees
Jan 31 to recipients and IRS
Paper Feb 28; electronic Mar 31
Form 1040 due Apr 15
Collect ID, TIN, and intake form details promptly.
Receive W-2s, 1099s, K-1s, and other attachments.
Prepare returns and verify calculations and TINs.
Obtain e-file signature and submit returns.
| Document Type | Primary use | Recipient |
|---|---|---|
| W-9 | request tin | payer |
| 1099-NEC | report nonemployee compensation | irs & payee |
| Form 8879 | e-file authorization | irs/e-file provider |
| Engagement Letter | defines scope and fees | client & preparer |
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | Yes, 7-day trial | No | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
Defines scope, fees, deliverables, and limitations of liability; establishes expectations for both preparer and client and is signed before substantive work begins.
Collects identifying information, filing status, income sources, and prior-year adjustments; structured fields reduce entry errors and speed return preparation.
Document such as Form 8879 or equivalent capturing client consent to electronic submission, including preparer and signer details required by IRS e-file rules.
Used to obtain TIN for U.S. persons or document foreign status for payees; accurate TINs prevent backup withholding and reporting errors.
Itemized list of W-2s, 1099s, K-1s, receipts, and statements required to substantiate return positions and to satisfy recordkeeping needs.
Instructions on secure storage, access controls, and retention periods, including any HIPAA or state-specific privacy requirements applicable to client data.