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When your accounting team changes, ask the firm to confirm who is responsible for your work, what services and deadlines remain in scope, how open items will be handed over, and what records or access the new team needs. A personnel change alone does not show that service has declined or that you need to leave; the goal is to make responsibility and continuity explicit.
Who is taking over my account, and who is accountable?
Ask the firm to identify the people who will handle and oversee your work. AICPA onboarding guidance recommends setting ground rules for communication—“who,” “what,” “how,” and “when”—so a change in personnel is a useful moment to confirm them. See AICPA’s guidance on formal client onboarding.
- Who is my day-to-day contact?
- Who leads the engagement and can make decisions or approve deliverables?
- Who reviews the work before it is sent to me?
- Who is the backup if my main contact is unavailable?
- Who should I contact for an urgent issue, and how should I escalate an unanswered request?
Agree on the usual communication channel and expected response time. Ask the firm to distinguish routine questions from urgent matters and explain how it will flag an issue that could affect a deadline.
What services and deliverables are included?
Ask the new team to walk through your current engagement letter in plain language. Confirm what the firm will do, what it will not do, what you must provide or approve, and what you should expect to receive. The precise services depend on your engagement; do not assume that a firm handles every accounting or tax task simply because it handles one of them.
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- Which services are included, and which are excluded?
- What deliverables will I receive, in what format, and on what schedule?
- What are my responsibilities for records, estimates, approvals, and review?
- What fees and payment terms apply?
- How are additional requests, changed scope, or unexpected work approved and billed?
If the responsible parties, scope, or terms have changed, ask whether the firm will issue an updated engagement letter for both sides to review and sign. AICPA onboarding materials describe engagement letters as a place to define scope, deliverables, timelines, responsibilities, fees, payment terms, and how scope changes are handled.
What is due, and what is still open?
Ask the outgoing and incoming team members to review the same list of upcoming work and unresolved items. Include only obligations that apply to your services, entity, and jurisdiction; tax filings, payroll submissions, closes, financial statements, audit fieldwork, and lender or board reporting are examples, not a universal checklist.
For each item, agree on the information still needed, who owns the next action, and when you will check progress. Ask how late or incomplete information could affect timing or cost. AICPA client-lifecycle guidance emphasizes clear deadlines and responsibilities because communication breakdowns can become service problems. See AICPA’s client lifecycle guidance.
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| Item to track | What to record |
|---|---|
| Deadline or deliverable | Due date and what the firm is expected to complete |
| Firm owner | Name of the person responsible and the reviewer, if applicable |
| Client action | Documents, answers, approvals, or decisions you still owe, with an owner |
| Open issue | Unresolved notice, reconciliation, question, or decision and its current status |
| Next check-in | Date and channel for confirming progress |
Ask the firm to put the handoff plan and assigned owners in writing, especially where a deadline is near or an issue remains unresolved.
What does the new team need to know about my business?
Do not assume the incoming staff already has the context behind recurring work or prior decisions. Ask what information has been handed over and where the team sees gaps. Practical topics to review include:
- Accounting policies, chart of accounts, and recurring estimates
- Prior-year positions or decisions that affect current work
- Accounting software, integrations, and relevant system workflows
- Internal controls and the people responsible for approvals
- Open notices, unresolved reconciliations, and pending questions
- Recent or planned operational changes that could affect the books or reporting
These are prompts for a useful transition conversation, not a prescribed AICPA handoff checklist. The firm should tell you what it needs to understand your circumstances and which items require your confirmation.
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How will communication, secure document exchange, and review work?
Ask which channels the firm approves for routine communication and sensitive documents, how to flag urgent matters, and who reviews work before delivery. Confirm how the firm will record your approvals and how it will explain an unusual adjustment or recommendation.
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- What response window should I expect for routine questions?
- How should I flag a deadline-sensitive issue?
- Who reviews deliverables, and how do I raise a concern about one?
- How will the firm document approvals and decisions?
A change in the account team does not by itself establish a conflict or require a new independent review. If the firm identifies a relevant conflict or service-specific independence concern, ask what evaluation, disclosure, safeguards, consent, or change in services may be appropriate, and request written confirmation of material decisions. AICPA discusses these steps in its guidance on managing conflicts of interest.
What records and system access will move?
Separate records you own or need from the firm’s internal workpapers. Ask what records you should provide, what client records or originals you can expect back, which prior workpapers the new personnel may access, and what authorization is needed before confidential material is shared. Also confirm who can access your accounting systems and portals and when access for departing staff will be removed.
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AICPA guidance says working papers are generally the member firm’s property, subject to applicable law, regulation, and agreement. It also discusses confidentiality, retention, and the conditions for sharing copies with a successor, including suitable written client consent and an acknowledgment limiting the successor’s use. The answer can depend on your agreement, client type, and applicable rules, so do not assume either that all workpapers belong to you or that silence authorizes a transfer. For U.S. tax return information, the AICPA article says written taxpayer consent is generally required before disclosure and that the 90-day presumed-consent rule described for a particular non-tax file-transfer context does not apply to tax clients. Read AICPA’s guidance on working papers when a firm changes and ask the firm what applies to your records.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.If the firm is ending the relationship or I am changing firms, what should I arrange?
If the change is an actual disengagement or move to another provider—not merely a new team member—ask for written notice and a clear transition plan. AICPA client-lifecycle guidance notes that ending a client relationship can create additional risk if it is not handled correctly.
- What is the effective date, and which work will the current firm complete?
- What deadlines, potential consequences, or immediate actions should I know about?
- What final fees or billing remain outstanding?
- Which original client records will be returned, and when?
- Will the firm respond to a successor accountant, and what authorization does it need?
Keep the applicable deadlines visible while the firms coordinate; do not assume that a successor has accepted responsibility for work until that is agreed. AICPA’s guidance covers written notice, deadlines, original records, confidentiality, and coordination with successor accountants. ACCA’s disengagement guidance for corporate clients is specific to UK rules and should not be treated as a statement of U.S. requirements or rules in another jurisdiction.
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How should I decide whether to stay?
Make the decision after you understand the proposed team and transition plan, rather than treating the personnel change itself as a verdict. Consider whether the firm has the competence and capacity for the work you actually need and whether its answers give you confidence in the following areas:
- Relevant expertise and service fit
- Clear scope, deliverables, and fees
- Continuity of records and business context
- Named responsibility, review, and escalation
- Credible plans for deadlines and open items
- Secure, agreed handling of records and access
These are practical comparison criteria, not a formal AICPA firm-rating method. AICPA client-lifecycle guidance treats client circumstances, service-specific risk, client needs, and the firm’s competence as relevant to whether an engagement should continue.
Quick Recap
Meeting checklist: what to leave with
- Names and roles for the daily contact, engagement lead, backup, reviewer, and escalation contact
- Confirmed engagement scope, responsibilities, fees, and approval process for extra work
- A written calendar of deadlines, deliverables, requests, approvals, open issues, owners, and check-ins
- A summary of business context and prior decisions the new team has reviewed, plus identified gaps
- Agreed communication channels, response expectations, urgent escalation, and secure file exchange
- A record and access plan, including any authorization needed for workpaper or confidential-information sharing
- A written recap of decisions, assigned actions, any engagement-letter update, and the next review date
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