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Tax Resolution Engagement Letter

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TAX RESOLUTION ENGAGEMENT LETTER

Parties and Client Identification

Taxpayer Name:

Taxpayer Identification

Social Security Number (if individual):

Employer Identification Number (if business):

Tax Years / Periods Covered by This Engagement:

Entity Type (select applicable)

Scope of Engagement

The Firm will provide representation and negotiation services with tax authorities concerning the tax liabilities, penalties, interest, and collection actions described for the tax years or periods identified above. Services may include obtaining tax transcripts, filing power of attorney authorization, preparing and submitting settlement proposals, negotiating installment agreements, submitting offers in compromise, and responding to collection notices on the Client's behalf.

Client Responsibilities

The Client agrees to provide complete and accurate records, correspondence, and other information necessary for representation. The Client is responsible for timely disclosure of all facts material to the matters at issue and for maintaining copies of all documents provided to the Firm.

Fees, Retainer, and Billing

The Client agrees to pay the Firm for professional services as described below. All fees are earned when billed and are nonrefundable except as expressly provided in this Agreement.

Costs and Expenses

Client will reimburse the Firm for reasonable out-of-pocket costs incurred on Client's behalf, including but not limited to filing fees, certified mail, transcript fees, courier charges, and court costs. Such costs will be billed as incurred or as otherwise agreed.

Authorization and Tax Information Consent

By signing this Engagement Letter the Client authorizes the Firm to: obtain tax information and transcripts from tax authorities; to communicate with taxing authorities on the Client's behalf; and to sign consents, waivers, and other administrative documents as necessary to carry out the representation. This authorization does not extend to filing tax returns unless specifically agreed in writing.

Confidentiality and Records

The Firm will maintain the confidentiality of Client information as required by law and professional obligations. The Firm may retain copies of files and records. Original documents provided by Client remain Client property unless otherwise agreed; the Firm may retain copies for its files.

Limitation of Representation and No Guarantee

The Firm will use reasonable professional efforts to achieve the Client's objectives, but cannot guarantee specific outcomes, results, or the actions of tax authorities. The Firm's representation is limited to matters expressly described in this letter.

Termination

Either party may terminate this engagement upon written notice. Client remains responsible for fees and costs incurred through the date of termination, and for any administrative costs required to transfer files or finalize matters.

Governing Law

This Engagement Letter will be governed by and construed in accordance with the laws of the state governing the Firm's operations unless otherwise agreed in writing.

Certification and Client Acknowledgments (Perjury Statement)

By signing below, and under penalty of perjury, the Client certifies and acknowledges the following:

1. The information provided to the Firm in connection with this engagement is, to the best of my knowledge and belief, true, correct, and complete.

2. I authorize the Firm to obtain and review tax transcripts, returns, and account information from federal, state, and local tax authorities and to discuss my tax matters with those authorities as necessary to represent me.

3. I understand and agree that the Firm may disclose to third parties, as necessary, information required to carry out the representation, including disclosure to preparers, collection agencies, or other advisors whose services are necessary for resolution.

4. I agree to promptly notify the Firm of any material changes in facts, income, assets, or communications from taxing authorities that could affect the matters described in this engagement.

5. I acknowledge that I have read, understand, and accept the terms of this Engagement Letter and that signing constitutes my authorization for the Firm to proceed under these terms.

Acceptance:

Taxpayer Name:

By:

Date:

Enter text✕

What the Tax Resolution Engagement Letter Is and When It Applies

A Tax Resolution Engagement Letter is a written agreement between a taxpayer and a tax professional that defines the scope of representation, fees, responsibilities, and limits of liability related to resolving federal or state tax issues. It documents the services to be provided—such as audit representation, installment agreement negotiation, offer in compromise preparation, or penalty abatement requests—and sets client expectations for deliverables, timelines, and required supporting documents. The letter also clarifies billing terms, recordkeeping responsibilities, and any third parties who will receive or review taxpayer data.

Why a Clear Engagement Letter Matters for Tax Resolution

A precise engagement letter reduces misunderstandings, limits professional liability, and creates an evidentiary record of agreed services, timing, and fees.

Why a Clear Engagement Letter Matters for Tax Resolution

Who Typically Prepares or Signs This Letter

Well-drafted letters protect both the client and the practitioner by clarifying expectations and legal responsibilities before work begins.

  • Tax professionals and their firms preparing scope, fees, and disclaimers for representation.
  • Individual taxpayers or business owners authorizing representation and providing required information.
  • Bookkeepers or controllers coordinating document collection and communication on behalf of a business.

How to Complete the Engagement Letter, Step by Step

Follow a consistent sequence: identification, scope, fees, authorization, signature, and document attachments.

  • 01
    Confirm Identities: Verify client name and TIN prior to filling fields.
  • 02
    Define Scope: List exact services, excluded items, and anticipated deliverables.
  • 03
    Set Fees: State retainer, hourly rates, and invoicing schedule.
  • 04
    Sign and Date: All parties sign and date; include printed names and titles.

Core Elements to Include in a Professional Engagement Letter

A comprehensive letter balances legal protections with operational clarity; include both client-facing and practitioner-facing provisions to reduce disputes.

Identifying Information

Full legal names, business names, mailing and service addresses, taxpayer identification numbers, and primary contact details to ensure correct IRS matching and correspondence routing.

Scope of Work

A specific description of services, limitations, and excluded matters so both parties understand what is and is not included in the engagement.

Fees and Billing

Clear statements about retainer amounts, hourly or flat fees, billing frequency, payment methods, and consequences of nonpayment.

Client Obligations

List documents the client must provide (returns, notices, bank statements) and the timeframe for delivery to avoid missed deadlines.

Confidentiality and Data Handling

Describe data protection measures, HIPAA BAA requirements for health-related tax matters, and permitted disclosures to third parties.

Termination and Dispute Resolution

State termination rights, final accounting procedures, and whether disputes go to mediation, arbitration, or court, and which state's law governs.

Required Information and Standard Fields

Client Name: Legal full name
TIN/SSN/EIN: Tax identification number
Service Address: Street, city, state, ZIP
Scope Summary: Services to be performed
Fee Terms: Retainer and billing model
Signature Block: Signed name and date

Penalties and Risks of Incomplete or Incorrect Letters

Information Return Penalties: IRC §6721 fines
Intentional Disregard: Higher IRC §6721 sanctions
Backup Withholding: 24% withholding risk
I-9 Violations: DHS fines apply
Confidentiality Breach: HIPAA liability possible
Unauthorized Disclosure: Professional discipline risk

Common Mistakes to Avoid When Preparing the Letter

  • Vague scope descriptions that leave fee disputes unresolved and create scope creep for the practitioner.
  • Failing to include exact TINs or using nicknames, which can delay IRS correspondence and trigger backup withholding.
  • Neglecting to document client obligations and deadlines for document delivery, resulting in missed filing dates or statute limitations.
  • Omitting data-handling details or a HIPAA BAA when tax work involves protected health information, increasing compliance risk.

Workflow: From Engagement to Resolution

A predictable workflow helps track progress, assign responsibilities, and set client expectations for timing and milestones.

  • Engagement Signed: Client signs letter; retainer collected.
  • Information Intake: Client provides returns and notices.
  • Strategy and Filing: Representative prepares submissions and negotiations.
  • Resolution Closed: Agreement reached and file archived.

How to Configure an Online Tax Resolution Workflow

Map the digital steps: document collection, client authentication, signature capture, and secure delivery of completed letters and filings.

Field Configuration
Client Intake Form Collect TIN, contacts, and authorization
Authentication Email link or SMS code
Signature Capture eSignature with audit trail
Document Storage Encrypted repository with retention rules

Digital Signing and eSubmission Considerations

Ensure the platform can produce a tamper-evident PDF with an audit trail and stores records in a compliant retention structure.

  • Formats Supported: PDF, DOCX
  • Integrations: CRM and cloud storage
  • Compliance: ESIGN and UETA

Key Timelines and Filing Deadlines to Watch

Timelines vary by form and action; missing a filing or response deadline can result in penalties or loss of appeal rights.

Form 1099-NEC To Recipients:

January 31 (IRS deadline)

Form 1099-MISC Paper Filing:

February 28 to IRS (paper)

Form 1099-MISC Electronic:

March 31 to IRS (electronic)

Individual Income Tax Return:

April 15 (Form 1040 deadline)

FBAR Filing:

April 15 with automatic extension to October 15

Milestones From Engagement to Case Close

Track milestones to manage expectations and preserve appeal rights: engagement, document delivery, IRS response, negotiation, and closure.

01

Engagement Execution

Client and practitioner sign engagement letter and collect retainer.

02

Document Submission

Client provides required tax returns, notices, and bank records.

03

IRS Interaction

Representative submits requests and awaits IRS acknowledgment or notices.

04

Resolution and Archive

Case resolved; signed files retained per retention policy.

eSignature Pricing and Feature Comparison for Executing Engagement Letters

Compare starting prices, trial availability, bulk send, audit trail, HIPAA support, and envelope caps across vendors; signNow is listed first for parity in evaluation.

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 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Frequently Asked Questions About the Tax Resolution Engagement Letter

Answers to common legal, technical, and procedural questions when preparing and executing a tax resolution engagement letter.


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