The start of tax season is one of the few times each year when every client is paying attention. They want to secure their spot on your roster. They want to know what to expect. And they’re more open to fee and service changes than at any other point in the year.
Most firm owners let that window pass without taking advantage of it.
This engagement email template is designed to help you change that. With one well-structured email, you can communicate updated fees, present service options, and give every client a clear path forward before work even begins.
Why Sending a Client Engagement Email at Tax Season Works
Tax season is the natural reset point for client relationships. Clients expect to hear from you. They’re already thinking about their filing, their finances, and whether they want to make any changes this year.
That attention gives you a real opportunity. A firm that sends a structured engagement email before tax season can do three things that are hard to accomplish at any other time of year:
- Realign fees to reflect the actual scope of work
- Introduce new service tiers, including advisory and year-round support
- Set clear expectations so scope creep doesn’t erode your margins later
The key is presenting options without being apologetic. Clients who choose their own engagement level are far less likely to push back on fees later, because they picked the scope themselves.
Who This Engagement Email Template Is For
This template works for any tax or accounting firm that wants to use the start of tax season to update how they work with clients. It’s especially useful if any of the following apply to your firm:
- You have clients who haven’t had their fees reviewed in more than a year
- You want to introduce advisory or year-round service options
- You’re managing capacity and need a way to communicate limited availability
- You have clients, friends, or family on below-minimum fees who need to be transitioned to standard rates
The template is structured in three sections. Each section has a clear job. Fill in the bracketed fields, remove any options that don’t apply to your firm, and send.
How to Use This Engagement Email Template
The email has three parts:
- Section 1: Context. Tell the client why they’re receiving this communication. Pick the reason that fits your situation and remove the others.
- Section 2: Options. Present two or three service tiers with fee ranges. Give clients a real choice. Clients who choose their own level of service are more likely to follow through and less likely to push back on price.
- Section 3: Call to Action. Give them a deadline. Make it easy to respond. Remove the friction.
One important note on tone: avoid apologetic language anywhere in this email. You don’t need to over-explain fee increases or ask permission to charge fairly for your work. State the options clearly and let the client choose.
The template below is written from the firm’s perspective, addressed to the client. Customize the bracketed fields before sending.
Engagement Email Template
Copy, fill in the bracketed fields, and remove any options that don’t apply to your firm.
Subject: Your Next Tax Filing [ACTION NEEDED]
Section 1: Why You’re Receiving This
2025 Engagement Updates
Reason for receiving this letter (choose one and remove the rest):
- [Tax planning is more critical than ever]
- [We’re now offering deeper ways to help throughout the year]
- [We have limited capacity and want to ensure your spot on our roster]
- [Because you are no longer dependent on your parents’ return, we will conduct the same due diligence process as our full-service clients]
Before [Date], there are two critical things we need from you.
Section 2: Choose Your Engagement Level
Please select one of the following options:
A. [Tax Preparation Only]
- Instead of working together year-round, we will simply prepare and file your tax return.
- For your tax prep and filing, you’ll pay a minimum one-time fee of $___ to $___ ONE TIME.
B. [Tax Preparation + One-Time Tax Plan]
- Instead of working together year-round, we will prepare and file your tax return.
- We’ll meet once during the year to identify potential tax savings and project your overall tax liability in your next filing.
- This is a good fit for clients with a straightforward financial situation who want to confirm there are no surprises coming.
- For your tax prep and filing, you’ll pay a minimum one-time fee of $___ to $___ ONE TIME.
C. [Tax Preparation + Year-Round Advisory Support]
- We’ll work together year-round to identify legal strategies for reducing your tax bill as much as possible.
- We’ll assist with cash flow planning and basic financial analysis.
- We’ll complete a thorough review to make sure you don’t face any unexpected surprises in your tax and financial picture.
- We’ll handle your tax preparation and strategies as we normally do.
- You’ll pay a monthly fee ranging from $___ to $___ + per month, based on your needs.
Section 3: Next Steps
Make your selection by [Date].
- Because of multiple tax law changes that require more time to complete and file returns, we can only work with a limited number of clients this year.
- Attached is our Client Guide, which goes into more detail about each option.
- Let us know your choice by [Date] to guarantee your spot.
P.S. We’ll confirm you’re receiving the right services before we start any work.
Tips for Getting the Most Out of This Engagement Email
A few things worth keeping in mind before you send:
Send it before the rush starts
January is the ideal window. Clients are thinking about their taxes, they want to confirm their spot, and they haven’t yet assumed the same arrangement as last year. The later you wait, the harder it becomes to introduce changes.
Don’t over-explain the fee increases
State the new fee ranges clearly and move on. Lengthy explanations tend to signal uncertainty and invite negotiation. If the price is fair for the work, the email doesn’t need to defend it.
Give a real deadline
A specific date in the call to action makes a meaningful difference in response rate. “Let us know by January 24th to guarantee your spot” performs better than “let us know when you get a chance.”
Use it with your Client Guide
The email references an attached Client Guide. If you don’t already have one, this is a good time to create a one-page document that outlines what each service tier includes. It reduces back-and-forth questions and reinforces that you run a professional, organized practice.
Frequently Asked Questions About Client Engagement Emails
What is a client engagement email for accounting firms?
A client engagement email is sent by a tax or accounting firm at the start of each year to communicate updated service options, fee ranges, and engagement terms. It gives clients a clear choice of how they want to work with the firm in the coming year, and sets the scope expectations before work begins.
When should I send an engagement email to my tax clients?
The best time is before tax season begins, ideally in January. Clients are paying attention, they want to confirm their spot on your roster, and they’re more open to reviewing fees and service levels than at any other point in the year. Waiting until March or April reduces your leverage significantly.
What should a client engagement email include?
A strong engagement email should explain why the client is receiving it, present two or three clear service options with fee ranges, include a response deadline, and confirm next steps. Keep it direct. Avoid apologetic language around pricing.
Can I use this engagement email template to raise my fees?
Yes. The template is specifically designed to help firm owners realign fees and service scope at the start of tax season. By presenting tiered options with clear pricing ranges, you give clients a framework that supports fee increases without requiring a difficult one-on-one conversation about money.
Free Resource
Want to automate the entire engagement process?
This email template is a strong starting point. SmartPath takes it further by helping you build out tiered service options, automate client communications, and manage the entire engagement from proposal to payment in one place.
More than 1,800 tax and accounting firms use SmartPath to price clients with confidence and protect their margins year-round.
Will Hamilton is the Founder of SmartPath.co. Over the last 14 years, SmartPath has helped thousands of tax professionals improve their pricing so they can focus on work they actually enjoy.
