How to Write a Client Acceptance Letter
The individual traits, beliefs, conduct and the working approach of the clients are one of the most important things to be considered in order to engage the client with the firm. The firms normally do not have information about the legitimacy of the client so an audit is conducted by a third party auditing firm in order to approve the client’s integrity. There are a number of legitimacy processes that the client passes through and then concludes the legitimacy of the client. If the client is not a legitimate one and more risk is involved in accepting the client, then the client is rejected.
If however, the client is a legitimate one and passes the auditing procedure successfully, then an acceptance letter is issued to the client on the behalf of the auditing firm. So while writing an acceptance letter it is important to follow the right format and normally the semi block format is in practice.
For more guidance on how to write a client acceptance letter, follow the guide as mentioned below:
Instructions
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1
Letter Head:
The letter head will contain the entire sender’s information which includes the logo of the company and company’s address, phone number and email address. It should be on the top middle of the document after leaving a space of 2 or 3 lines of the document from the start. -
2
Date:
After leaving a space of one line, mention the date on the right hand corner of the document and follow the following format:
dd/mm/yy -
3
Receiver’s Information:
After mentioning the date, leave a space of one line and give the receiver’s information on the left hand corner and include the following:
Receiver’s Name
Receiver’s Address
Receiver’s Phone Number -
4
Salutation:
Give a space of one line and start from the left hand side and address the receiver with his/her last name. -
5
Main Body:
Here you will inform the reader about the confirmation of being a client on the behalf of the auditing firm that you have selected. Also mention any documents that are attached with this letter of acceptance. -
6
Closing:
Close the letter by writing ‘sincerely’ and then give a gap of four lines so that the sender can put the signatures with ease. Don’t forget to type the sender’s name and his/her designation after the signatures. -
7
Enclosure:
After the closing, mention any documents that you have enclosed with the letter and give the number of documents within the brackets.
Encl (#) -
8
Sample Client Acceptance Letter:
Tekk Audit
149-A, Suite No 3
5th Avenue
London
606-8867676
10/06/2012
Anne David
44, Main Boulevard
London
Ms. David
We are pleased to inform you that on the behalf of the audit conducted by A.J Client Auditing Committee from 23/04/2012 to 23/05/2012, you have been accepted as a client for our organization. You are therefore required to sign a contract for the period of 2 years starting from 12/06/2012. The Contract Form, Terms and Conditions and our Company’s Policy documents are attached with this letter.
Please send the required documents at your earliest on the above mentioned address.
For further queries, feel free to contact us on the mentioned numbers.
Sincerely yours
Signature of Joe Adams
Name of Joe Adams
Trade Officer
Encl(3) -
9
Client Acceptance Letter Template:
Company Name (and logo)
Address
Phone/Fax number
E-mail (optional)
dd/mm/yy
Receiver’s Name
Receiver’s Address
Receiver’s Phone Number
__________
We are pleased to inform you that on the behalf of the audit conducted by _________ from __/__/____ to __/__/____, you have been accepted as a client for _____________________. You are therefore required to sign a ___________ for the period of __ years starting from __/__/____. The ___________________documents are attached with this letter.
Please send the required documents latest by _____________ on the above mentioned address.
For further queries, feel free to contact us on the mentioned numbers.
Sincerely yours
Signature of the Sender
Designation
Name of the Sender
Encl(#)
