Most tax-season bottlenecks start at intake. Engagement letters go unsigned, organizers come back incomplete, and documents arrive without anyone tracking which request they answer.
Use this checklist to set up each engagement consistently before volume arrives, so the team can see what is outstanding and who is responsible.
Before the season
- Update engagement and fee letters for the new year.
- Confirm Section 7216 consent language for any non-preparation use or disclosure.
- Tailor organizers using last year's return and known life changes.
- Confirm every client has portal access and knows how to upload.
- Assign a preparer and an independent reviewer to each engagement.
Opening each engagement
- Send the engagement letter for signature.
- Send the organizer and a document checklist through the portal.
- Set a client-facing deadline that leaves room for review.
- Record known extension candidates early.
Tracking documents
- Accept each document against a specific request.
- Request corrected files rather than accepting unclear ones.
- Follow up on outstanding items on a fixed weekly schedule.
- Note which documents are expected late, such as investment statements and K-1s.
Ready for preparation
- All required documents are accepted or waived with a note.
- Intake answers are reviewed for changes since last year.
- The engagement status shows it is ready for preparation.
This template is general guidance, not legal, tax, or financial advice. Adapt it to your business and confirm requirements with a qualified adviser.