How to Create a Letter of Disengagement Template for Your Accounting Website

Offering a letter of disengagement template on your accounting website can be a valuable resource for prospective clients. It simplifies their transition from their current accountant, positions you as a helpful and professional option, and can serve as an effective lead magnet. Here’s how to implement this feature using WordPress.

Step 1: Why Use an Email Form to Deliver the Template?

Instead of letting visitors edit the template directly on your website, it’s better to:

Maintain a professional appearance: Editing documents directly on a site may lead to formatting issues or data loss.
Capture leads: Requiring visitors to fill out a form to access the document ensures you collect contact details, which can help you follow up with potential clients.
Track interest: You can monitor how often the template is accessed and evaluate its effectiveness as a lead magnet.

Step 2: Creating the Email Form on WordPress

You can use a WordPress plugin like WPForms or Gravity Forms to create a form that collects the visitor’s name and email address. Here’s a step-by-step guide:

Install and activate the plugin in WordPress.
Create a new form:
- Include fields for the visitor’s name and email address.
- Add a brief explanation about the purpose of the disengagement letter.
Set up email notifications:
- Configure the form to send a confirmation email to the visitor with the download link to the editable PDF.
- Optionally, notify your team about form submissions for lead tracking.
Embed the form on your website:
- Add the form to a landing page or a dedicated section of your website.

Step 3: How to Create an Editable PDF

An editable PDF ensures the disengagement letter is easy to use while preserving its format. Follow these steps:

Design the template:
Use Microsoft Word or Google Docs to create a professional template. Include placeholders for information such as:
- Current accountant’s name and address.
- The date.
- Reasons for disengagement (optional).
- Signature fields.
Example text: [Your Name]
[Your Address]
[Date]Dear [Accountant’s Name],I am writing to formally disengage your services as my accountant, effective immediately. I have chosen to work with another accountant to meet my needs.Please send me all outstanding documents, including [specific requests].Thank you for your assistance to date.Sincerely,
[Your Signature]
Convert the document to a PDF:
Save the file as a PDF using your word processor’s export feature.
Add editable fields:
Use tools like Adobe Acrobat Pro or free alternatives such as PDFescape or DocHub. Add text boxes for placeholders where users can input their information.

Step 4: Upload the Editable PDF to WordPress

Upload the PDF to your WordPress Media Library:
Go to Media > Add New and upload the editable PDF file.
Copy the file URL:
After uploading, copy the link to the file.
Insert the link in your form’s confirmation email:
Paste the PDF link into the email template sent to users after they complete the form.

Step 5: Testing and Final Touches

Test the entire process: Submit the form, ensure the email is sent, and confirm the PDF is accessible.
Add a disclaimer: Include a note advising users to review the letter carefully before sending it.
Promote the feature: Highlight this resource in your blog posts, social media, and newsletters.

By offering a disengagement letter template, you’re making it easier for prospective clients to transition to your services. It’s a small but impactful step that can set your firm apart. Implement this feature today to show potential clients how much you value their business!

If you’d like help setting up this feature or creating the template, feel free to contact me!