These days, many accounting and professional services firms are replacing paper documents with digital tools. One such tool is FigsFlow’s digital engagement letter, which sets the rules for how businesses work with their clients. These letters explain what services will be provided, how much they’ll cost, and what both parties can expect.
Here’s a guide to help you create digital engagement letters, from making templates to getting client approval.
1. Use a Good Template
Start with a well-made template to save time. Your template should include:
What You Will Do: Clearly explain the services you’ll provide and what’s not included.
Costs and Payments: Be upfront about fees, payment schedules, and any extra charges.
Legal Details: Add any necessary disclaimers or terms required by law.
Software tools like FigsFlow offer prebuilt templates that you can adjust for your business needs.
2. Keep It Simple
Business proposal & engagement letter software helps to keep the language in plain text. Avoid complicated terms that clients might not understand. Instead of writing long, legal-sounding sentences, keep them short and clear. Use bullet points and headings to organise information so it’s easy to read.
For example, instead of saying, “The client shall indemnify and hold harmless the firm,” say, “You agree not to hold us responsible for issues caused by your actions.”
3. Use Technology to Save Time
Digital tools can make creating and sending engagement letters much easier. Look for software that can:
Fill in client details automatically. Save time by reducing manual entry.
Let Clients Sign Digitally: Tools like FigsFlow make it easy for clients to sign.
Track Progress: Know when clients open, review, or sign the letter.
These tools make the process faster and create a better experience for your clients.
4. Keep Data Safe
Since engagement letters include private information, it’s important to use secure platforms. Encryption and password protection help keep data safe. And make sure your documents follow rules like GDPR in Europe or CCPA in California to avoid legal problems.
5. Make It Easy for Clients
A smooth process helps clients sign faster. Give clear instructions, like “Click here to review and sign.” Also, provide a contact person in case they have questions. Simple steps build trust and speed things up.
6. Update Templates Regularly
Laws, fees, and services can change over time. Check your templates every year to make sure they’re still accurate and up to date.
7. Ask for Feedback
After the client signs, ask them if the process was easy to understand. Did they have trouble with any part of it? Their answers can help you improve the process in the future.
Digital engagement letters Are the first step in building a strong relationship with your clients. You make a great impression while saving time by keeping the process simple, secure and professional. A little effort upfront can go a long way toward creating long-lasting partnerships.
