Payment, Refund and Engagement Terms

These terms explain how we work with clients. They apply together with the engagement letter you sign for your tax year or project. If they conflict, the signed engagement letter controls. Effective date: [EFFECTIVE DATE].

Engagement

[BUSINESS NAME] becomes your tax preparer only when you accept a written engagement that states the services, the tax year or years, and the fee. We will tell you in writing if we cannot take you on.

What we do

We prepare and file the federal and state returns listed in your engagement from the information and documents you provide. We help you organize business income and expenses and explain your refund or balance due. We do not audit or verify your records. We rely on what you give us, so please make sure it is accurate and complete.

Your responsibilities

  • Send complete, accurate documents and answer our questions on time.
  • Review the return before we file it. Your signature or approval confirms the information is true and complete to the best of your knowledge.
  • Pay any tax due by the deadline. Filing a return does not pay the tax.
  • Tell us if you receive any IRS or state notice.

Fees

Fees are quoted before work starts, based on the forms and complexity. [Fixed fee per return, or hourly at $____.] If new forms or extra work appear, we will tell you before we charge more. [Optional: state any minimum fee, rush fee, or fee for amended returns.]

Payment

  • We accept [credit and debit cards, ACH, Zelle, etc.] through our payment processor. Card processing fees [are / are not] passed on.
  • A deposit of [__%] may be due at engagement, with the balance due before we e-file or release the return.
  • Late balances may be subject to [a late fee of __% per month, where permitted by law].
  • If you ask us to deduct our fee from your refund, a third-party bank-product provider may charge its own fees, which we will disclose first.

Refunds of our fees

  • Before work begins: a full refund of any deposit, less non-recoverable payment-processing fees.
  • After work has begun but before filing: you pay for the work completed to that point. We will refund any amount above that.
  • After filing: fees are generally non-refundable, except where we made an error that we are responsible for and cannot correct (see Our accuracy commitment below).

Our accuracy commitment

We prepare returns with reasonable care. If we make an error in preparing your return, we will correct it and file an amended return at no charge. If an error we caused leads to an IRS or state penalty or interest, [we will reimburse that penalty and interest, or: please discuss in your engagement letter. Delete if not offered]. We cannot be responsible for penalties or interest caused by late, incomplete, or incorrect information from you, or for tax you owe that was not reported to us.

Refund timing and filing

We cannot control how fast the IRS or a state issues a refund. E-filed returns can be rejected, and the IRS may review or adjust a return. If a return is rejected, we will help you fix and resubmit it. Where you need more time, we can file an extension, but an extension extends the time to file, not the time to pay.

Deadlines

To file by the regular due date, we need your complete documents by [date, for example March 15 for individuals] and by [date] for business returns. Documents received later may require an extension.

Records

We return your original documents. We keep a copy of your return and workpapers for [__] years. You may request a copy of your return at any time.

Notices, audits and amended returns

Unless included in your engagement, responding to IRS or state notices, representing you in an audit, and preparing amended returns for other years are separate services with their own fee. Only a person authorized to practice before the IRS may represent you; [BUSINESS NAME] will tell you whether it can do so.

Confidentiality

We protect your information as described in our Privacy Policy and as required by law.

Ending the engagement

You may end the engagement at any time by written notice. We may end it if you do not provide needed information, do not pay, or ask us to do something improper. We will not file a return that we believe contains false information.

Electronic signatures and communications

You agree that electronic signatures, e-delivery of documents, and email are acceptable. Email and text are not fully secure, so please use our secure portal for sensitive documents.

Limits of liability and disputes

Our liability is limited to the fees you paid for the engagement, except where the law does not allow a limit. The laws of the State of [STATE] apply. Please contact us first at [EMAIL] so we can try to resolve any concern promptly.

Contact us

[BUSINESS NAME]
[ADDRESS]
[PHONE] · [EMAIL]