The engagement letter template is a Word file called Engagement_Letter_v7_FINAL.docx. It has been v7 for three years. Every new client means opening it, swapping the name, changing the services paragraph, saving as PDF, then opening the AML checklist, then the HMRC authorisation form, then the welcome email you keep in Gmail drafts. It takes an afternoon when you have the afternoon.
The starting point is a short form or one email. Company name, company number, director names, year end, which services, which software, fee agreed, first call date. Eight fields.
From those eight fields the pack is drafted. The engagement letter pulls the right services paragraphs from your own template, so the letter for bookkeeping plus VAT does not mention payroll. The AML checks run against the company number and the director names, and the results are filed. The HMRC authorisation forms and the software invites are prepared with the details filled in. The welcome email is drafted from the one you already send, with the first call date and the list of what you need from them.
Nothing goes out until you look. The whole pack appears as drafts in Gmail or Outlook and as files in Google Drive, in a folder named after the client. You read the letter once, fix anything, and press send. The client receives four things in the right order over two days rather than one email with nine attachments.
The directors' names and the year end come straight from Companies House, so nobody is retyping from a photo of a certificate.
This is the kind of thing we build. The templates stay yours and the files stay in your Drive. How long does your pack take today?