Engagement letter

This is a standard engagement letter that applies to all Ailo Accounting clients. A personalised copy reflecting the services you have chosen and your specific circumstances is issued when you sign up and is the binding version. Please read this before proceeding.

1. Who we are and who you are

These terms set out the agreement between Ailo Accounting (“we”, “us”) and you, the client. They apply from the date you sign up to one of our services and continue until the engagement is ended in accordance with the termination section below.

2. Services we provide

We provide the specific services you choose at sign-up, which may include limited company accounting, sole trader accounting, payroll, Self Assessment, Making Tax Digital filings, VAT, company registration or tax refund work. Each service has a defined scope set out on the relevant service page and confirmed in your personalised engagement letter at sign-up.

Work outside the agreed scope (specialist advice, complex tax planning, HMRC enquiries beyond routine correspondence, transactions such as company sales or restructures) is not included in standard monthly fees. We will agree separate pricing in writing before carrying out any additional work.

3. Your responsibilities

You agree to:

• Provide complete and accurate information, records and supporting documents within reasonable timeframes when we request them
• Tell us promptly about anything that may affect your tax position or our work, including changes of address, business activity, income sources, marital status or shareholdings
• Review and approve drafts of returns and accounts before we file them on your behalf
• Settle our invoices in accordance with the agreed payment terms
• Maintain your own records as required by law (HMRC requires sole-trader and landlord records to be kept for at least 5 years)

4. Our responsibilities

We agree to:

• Carry out the agreed services with reasonable skill, care and diligence
• File on time, every time, provided you supply information by our stated cut-offs
• Respond to your queries within one working day during normal business hours
• Communicate in plain English and explain anything that is unclear
• Keep your information confidential and process your personal data in accordance with UK GDPR (see our Privacy notice)

5. Fees and billing

Monthly fees are billed in advance by Direct Debit or card on the first working day of each month. One-off fees are billed on instruction and payable within 14 days.

Fees are reviewed annually each April. Any changes are notified at least 30 days in advance and you may terminate this engagement without penalty if you do not wish to accept the new fee.

Late payment may incur interest at 4% above the Bank of England base rate, calculated daily. We may suspend services if invoices remain unpaid for more than 30 days.

6. Termination

Either party may terminate this engagement at any time with 30 days written notice (email is sufficient). On termination:

• We complete work in progress only with your written instruction
• Any work in progress beyond your final paid-up period is charged at agreed rates
• We provide professional clearance to your new accountant in line with normal professional practice
• You retain ownership of your records and we provide copies of any work we hold

7. Confidentiality and data protection

We treat all client information as strictly confidential and do not disclose it to third parties except where required by law, court order, HMRC, or with your explicit consent. We process personal data in accordance with UK GDPR; full details are in our Privacy notice.

8. Anti-money-laundering

We are required by law to verify the identity of all new clients and beneficial owners, and to keep evidence of those checks for at least 5 years. We may also need to ask about the source of funds for certain transactions. We are required to report suspicious activity to the National Crime Agency under the Proceeds of Crime Act 2002. We are not permitted to inform you if such a report is made.

9. Limitation of liability

Our total liability under this engagement is limited to the fees you have paid us in the 12 months preceding any claim. We are not liable for losses arising from your failure to provide accurate or timely information, or from circumstances beyond our reasonable control.

Nothing in these terms limits or excludes any liability that cannot be limited or excluded under English law (including liability for fraud, gross negligence, or death or personal injury caused by negligence).

10. Complaints

If you are unhappy with any aspect of our service, please contact us directly at hello@ailoaccounting.co.uk. Our full complaints procedure is at /legal/complaints.

11. Governing law

This engagement is governed by the laws of England and Wales. Any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

Questions

If anything here is unclear, email hello@ailoaccounting.co.uk before signing up. We will not start work on your account until you have read and accepted the personalised engagement letter issued at sign-up.