Engagement letters for every client, sent in one batch before tax season
Every January a firm sends the same engagement letter to hundreds of clients, each with a different fee and scope, and then spends February chasing the ones who didn't sign. SignMaster sends them all from one spreadsheet, chases with automatic reminders and shows you who's left. It also handles the year-round paperwork: bookkeeping agreements, consents and document requests. A few IRS forms have their own e-signature rules, covered below.
Updated November 5, 2026 · 3 min read
On this page
What a firm sends for signature
| Document | When | Notes |
|---|---|---|
| Engagement letter | Each year, before the work starts | Bulk send to every client with their own fee and scope |
| Bookkeeping or advisory agreement | When a client signs up | Monthly fee and services as fields |
| Consent to use or disclose tax information | Before sharing return data outside the firm | Wording follows the IRS rules for these consents |
| Client document request | Each tax season | Attachment fields for W-2s, 1099s and statements |
| Form 8879 e-file authorization | Before you file | Has its own IRS identity rules (see below) |
| Power of attorney (Form 2848) or Form 8821 | When you represent or need access | Accepted e-signed through the IRS online tool |
Engagement letter season, start to finish
- 1
Turn the letter into a template
Add labeled text boxes for what changes by client: Client name, Services, Fee, Tax year. Whatever goes in a text box prints in the letter, so the client reads their own fee but can't edit it. Spouses filing jointly can each be a signer.
- 2
Add people
Export a CSV of clients from your practice management software, or start from Download a blank CSV on the bulk send screen. Upload the file or paste the rows.
- 3
Match columns
Columns named like a role or a text box, such as Fee or Services, are paired automatically. Pair any others yourself, or leave them out.
- 4
Check rows
A bad email or an empty fee shows up with the reason, and that row is skipped. It stays on the batch to fix and send later.
- 5
Send
Pick a reminder schedule and a sign-by date, then send one envelope per client. The batch shows each letter's status, and a results CSV shows who still needs a call.
Solo sends up to 250 rows at once, Crew 500 and Company 1000. Each row is an envelope: one or more documents going to one or more signers. When a client signs, they and your firm get the sealed PDF with a certificate of completion and a SHA-256 fingerprint that shows any later change.
IRS forms with their own e-signature rules
Forms 8879 and 8878, the e-file signature authorizations, can be signed electronically, but IRS Publication 1345 sets identity verification requirements for the software you use, including knowledge-based checks for remote signers. SignMaster doesn't run knowledge-based authentication, so use your tax software's own e-signature, or another tool that meets Publication 1345, for those forms.
Forms 2848 and 8821 are different: the IRS accepts electronic signatures on them when you submit them through its online submission tool. Check the IRS page for the current requirements before you rely on any tool for them.
Collect documents with the signature
Add Attachment fields to your tax season request so clients attach W-2s, 1099s and brokerage statements on the same page where they sign the engagement letter. Uploads stay with the envelope.
Who sees what
- Access codes: require a code you share by phone, or one emailed to the client, before a sensitive document opens.
- Redaction: black out account numbers in a PDF before you send it. The covered area is burned into the page.
- Responses: the engagement letter template's Responses tab lists what each client filled in, ready to export as CSV or JSON, on every paid plan.
Pricing for a firm
Crew is $49 a month for 5 people, with shared templates and bulk send for engagement season. Company covers 15 people for $99 a month. A sole practitioner can use Solo at $15 a month. Every paid plan sends unlimited envelopes. New workspaces get 14 days of Crew free. See every plan.
What SignMaster doesn't do
- It doesn't prepare or file returns, or connect to tax software.
- It doesn't verify identity with knowledge-based questions.
- It doesn't invoice clients or take payments.
Questions? Answers.
Can I send engagement letters to all my clients at once?
Yes. Bulk send the engagement letter template from a CSV of clients. Each client gets their own envelope with their fee and services printed in, and reminders follow up automatically.
Can clients e-sign Form 8879 in SignMaster?
We don't recommend it. IRS Publication 1345 requires identity verification for e-signed 8879s that SignMaster doesn't provide. Use your tax software's e-signature for that form.
Can both spouses sign the same engagement letter?
Yes. Add both as signers on the template. In a bulk send, each spouse gets their own name and email columns, and both sign the same envelope.
Can clients upload documents when they sign?
Yes. Add Attachment fields to the envelope. Clients attach PDFs or photos from their phone or computer while they sign.