The Tax Season Window Most Firms Miss
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 the firm’s roster. They want to know what to expect. And they are 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 change that. With one well-structured email, the firm can communicate updated fees, present service options, and give every client a clear path forward before work even begins.
Tax Season Is the Natural Reset Point
Clients expect to hear from the firm. They are already thinking about their filing, their finances, and whether they want to make any changes this year. A firm that sends a structured engagement email before tax season can do three things that are hard 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 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.
When to Use This Template
This template works for any tax or accounting firm that wants to use the start of tax season to update how it works with clients. Especially useful if any of these apply:
- Clients haven’t had their fees reviewed in more than a year.
- The firm wants to introduce advisory or year-round service options.
- Capacity is constrained and limited availability needs to be communicated.
There are clients, friends, or family on below-minimum fees who need to be transitioned to standard rates.
Three Sections, One Email
Context
Tell the client why they are receiving this. Pick the reason that fits and remove the others.
Options
Present two or three service tiers with fee ranges. Give a real choice.
Call to action
Give a deadline. Make it easy to respond. Remove the friction.
Avoid apologetic language anywhere in this email. There is no need to over-explain fee increases or ask permission to charge fairly. State the options clearly and let the client choose.
Copy, Customize, and Send
Fill in the bracketed fields. Remove any options that don't apply.
Subject: Your Next Tax Filing [ACTION NEEDED]
Section 1: Why You’re Receiving This
2026 Engagement Updates
Reason (choose one, remove the rest):
[Tax planning is more critical than ever]
[We are 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
A. [Tax Preparation Only]
- Instead of working together year-round, we will prepare and file your tax return.
- Minimum one-time fee of $___ to $___ ONE TIME.
B. [Tax Preparation + One-Time Tax Plan]
- We will prepare and file your tax return.
- We will meet once during the year to identify potential tax savings and project liability.
- Good fit for straightforward financial situations.
- Minimum one-time fee of $___ to $___ ONE TIME.
C. [Tax Preparation + Year-Round Advisory Support]
- Year-round work to identify legal strategies for reducing the tax bill as much as possible.
- Cash flow planning and basic financial analysis.
- Thorough review to avoid surprises.
- Tax preparation and strategies handled as normal.
- Monthly fee from $___ to $___ + per month, based on needs.
Section 3: Next Steps
Make your selection by [Date].
- Because of multiple tax law changes, we can only work with a limited number of clients this year.
- Attached is our Client Guide with more detail about each option.
- Let us know your choice by [Date] to guarantee your spot.
P.S. We will confirm you are receiving the right services before we start any work.
Get the Most From This Email
- Send it before the rush. January is the ideal window. The later it goes, the harder it becomes to introduce changes.
- Don’t over-explain the fee increase. Lengthy explanations signal uncertainty and invite negotiation.
- Give a real deadline. A specific date in the call to action improves response rate meaningfully.
- Use it with the firm’s Client Guide. A one-page document outlining each tier reduces back-and-forth questions.
Common Questions About Engagement Emails
What is a client engagement email for accounting firms?
A communication sent at the start of each year to update 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 scope expectations before work begins.
When should I send an engagement email?
Before tax season begins, ideally in January. Clients are paying attention, they want to confirm their spot, and they are more open to reviewing fees than at any other point. Waiting until March or April reduces leverage significantly.
What should it include?
Why the client is receiving it, two or three clear service options with fee ranges, a response deadline, and next steps. Keep it direct. Avoid apologetic language around pricing.
Can this template be used to raise fees?
Yes. It is designed to realign fees and service scope at the start of tax season. Presenting tiered options with clear pricing ranges supports fee increases without requiring a difficult one-on-one money conversation.
