Engagement Renewal Letter
Annual renewal of terms and fees for every client, merged from your client list.
Merge fields in this template
«ClientName»«BusinessName»«AddressLine1»«City»«State»«PostalCode»
Data source: Excel / CSV upload
How to use it well
- Send in December alongside the year-end documents request. If fees are changing, this letter is where you say so, plainly.
[Your Company Name]
[Street address · City, State ZIP · phone · email]
[Date]
«ClientName»
«BusinessName»
«AddressLine1»
«City», «State» «PostalCode»
Dear «ClientName»,
As we head into the new year, this letter renews our bookkeeping engagement for «BusinessName».
Scope for [year]: [monthly bookkeeping, reconciliations, statements, year-end package]. Fees: [amount / schedule], effective [date]. All other terms of our engagement agreement remain in effect.
We’ve enjoyed keeping your books straight this year. Thank you for the continued trust. Sign and return the enclosed copy, or reply with any questions.
Sincerely,
[Your name]
[Title · Your company]
Sending this to more than a handful of customers? Connect QuickBooks or Stripe and MergeNinja fills this letter in for every customer automatically: amounts, dates, days overdue, all of it.
Template questions
How do I use this template?
Download the .docx, open it in Word, and replace the [bracketed] placeholders: your letterhead, dates, and any wording you want to change. The «field» codes stay: they fill in automatically when you merge. Then upload it to MergeNinja (or use Word's own mail merge) against your Excel / CSV upload data.
What are the «fields» in the letter?
Real Word merge fields. For Excel data, the field names are suggestions: either rename your spreadsheet columns to match, or edit the merge fields in Word to match your columns. Column mapping in MergeNinja handles the rest.
Can I change the wording and formatting?
Completely. It's an ordinary Word document. Fonts, logo, layout, and tone are yours to edit; the merge only fills the field codes wherever you leave them.
Is the download really free?
Yes. No email required, no watermark. If you later want the letters filled in automatically for your whole customer list, that's what MergeNinja is for.
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