Template for Communication to Firm Clients

Dear [Name/Valued Client],

As you know, new details about COVID-19 (Coronavirus) unfold hourly. Yet what remains unchanged is [Firm Name]’s dedication to the health and safety of our people, clients, and the communities we serve. While prioritizing safety, we continue to adapt and are taking all necessary precautions with each decision focused around our colleagues and clients as we respond to the rapidly changing environment caused by the spread of the coronavirus.

We remain prepared to perform our traditional services, although we are making the adjustments noted below as we manage in these unprecedented times.

Access to Our Firm Services1

Our personnel will continue to work remotely until further notice and our physical office(s) will remain closed.

We have long embraced flexible work arrangements. Accordingly, our firm is well prepared to serve our clients while our office is closed, as we are leveraging our secure technology resources while navigating this difficult time. As we adjust to this new environment, we strive to be as reliable, adaptable and resilient as you’ve come to expect.

[Include firm-specific information as appropriate. For example: The methods of reaching us remain the same as our email addresses and phone numbers have not changed. Our office location(s) will continue to receive packages and mail, so we will continue to answer your questions, serve your needs and help any way we can.]

We cannot predict how long this policy will need to remain in effect, but we are prepared to remotely serve our clients for as long as is necessary. We appreciate your understanding, flexibility, and innovation, and for partnering with us in new and creative ways as we navigate this virtual landscape during this struggle.

Please let us know if you have questions or thoughts about how we can better serve your accounting needs.

Updates to Income Tax Return Filing Deadlines

As of the date of this communication, the following updates have been promulgated by the referenced taxing authorities. Our firm will keep you posted on developments and as additional information is provided by the tax authorities.

Federal: The IRS has confirmed that taxpayers with 2019 federal income tax return filing and payment deadlines of April 15 have been granted an automatic extension to July 15 for both filing the returns and payment of any related balances due. As this extension is automatic, there are no additional filing requirements. Further, for any tax payments that would have been due on April 15, any related interest, penalties or additions to tax for failure to file or pay have been postponed for the period April 16 through July 15.

Additionally, the IRS clarified that all 2020 federal first quarter estimates due on April 15 are extended to July 15.

State: [Include state-specific income tax filing updates as applicable.]2

Other Tax Filing Deadlines3

Many state and local governments are in the process of addressing Coronavirus relief efforts for other tax filing deadlines, including payroll and sales tax. See the list below for the current status of these efforts as of the date of this communication:

[Include other tax filing updates as applicable.]

[Firm] remains grateful for the trust you have placed in us and we appreciate your patience with us during these disruptive times. We hope you and your family remain safe and healthy.

Sincerely,

[Name]



1 This section is very organization specific so it must be tailored as appropriate to your firm.

2 This information should be tailored to the firm. Refer to the AICPA’s "Coronavirus State Filing Relief" document [https://www.aicpa.org/content/dam/aicpa/advocacy/tax/downloadabledocuments/coronavirus-state-filing-relief.pdf] for information on state-specific income tax return relief provisions.

3 This information should be tailored to the firm. Refer to the AICPA’s "Coronavirus State Filing Relief" document [https://www.aicpa.org/content/dam/aicpa/advocacy/tax/downloadabledocuments/coronavirus-state-filing-relief.pdf] for information on state-specific relief provisions related to "other tax filings."

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