Choose a transition date deliberately
Changing firms is a project with dependencies. Start by listing open filings, notices, payments, and planning tasks. Decide which firm will complete each item and when the new firm takes responsibility. A vague instruction to take over everything can leave important work between providers.
Ask the incoming firm whether it has capacity for your intended start date and what it needs before accepting responsibility. If a deadline is close, consider a limited transition in which the existing firm finishes clearly assigned work while the new firm begins a separate review.
Build the handoff inventory
Collect filed returns, financial statements, depreciation schedules, ownership information, payroll summaries, and prior planning documents relevant to the new scope. Ask the incoming firm which supporting schedules it needs rather than assuming a PDF return is sufficient.
Include open questions and unresolved notices. A short issue log is often more useful than a large folder without context. Identify the year, entity, authority, correspondence date, action taken, and next deadline for each item. Share sensitive records through the agreed secure channel.
- List all entities and tax identifiers using secure methods.
- Identify extensions and pending filings.
- Record who controls portal and software access.
Coordinate communication
Tell the outgoing firm which records you request and authorize appropriate communication with the new provider. Keep the request factual and specific. If there is a disagreement about fees or records, separate that issue from the immediate deadline plan.
Ask the incoming firm to confirm receipt and identify missing items. Do not declare the handoff complete just because a folder has been uploaded. The new team needs enough information to understand the records and the work it has accepted.
Review access and completion
After the transition, review user access to accounting systems, payroll platforms, document portals, and shared drives. Remove obsolete access through your normal administrative process while retaining records you need. Confirm where future correspondence should go.
Schedule an early review with the new firm. Compare its understanding of the business with your entity list and open-item log. A successful change is measured by clear responsibility and usable information, not merely by a new signed agreement.
- Next step: use a written transition plan with task, owner, deadline, and receipt confirmation.