Sample Client Communication Policy

Why a Client Communication Policy Matters

Clear, timely communication is the foundation of any successful business relationship—especially when financial accuracy, deadlines, and confidentiality are on the line. That’s why we’ve created a structured Client Communication Policy to help guide our interactions and set shared expectations.

See our Sample Client Communication Policy

Why It’s Important

1. Improves Accuracy and Timeliness

   When we exchange information efficiently, your projects stay on track and your financial data remains up to date. Delays in responding or providing needed information can affect deadlines, reporting, and decision-making.

2. Builds Mutual Respect

   Clear, respectful dialogue fosters a more collaborative working relationship. When both sides communicate openly and reliably, we can better serve your business needs and solve problems quickly.

3. Reduces Confusion

   By assigning a Primary Point of Contact (POC) on both sides, we eliminate guesswork and ensure the right information gets to the right people. This reduces miscommunication and helps resolve issues faster.

4. Sets Response Expectations

   We acknowledge all inquiries within one business day and aim to resolve most within 1–5 business days, depending on complexity. In return, we ask that you respond to our information requests within 3–5 business days. If something is unclear or you need more time, just let us know!

5. Handles Urgencies Effectively

   Sometimes, emergencies happen, such as urgent payroll needs or suspected fraud. In these cases, our policy includes an Exception Process to prioritize and address time-sensitive matters quickly.

6. Supports Accountability

   Having a shared set of expectations ensures that everyone is aligned. It helps prevent misunderstandings, ensures a smoother workflow, and supports a higher quality of service.

7. Protects Your Business

   Our secure client portal makes communication safer and more efficient. It centralizes all messages, documents, and requests, helping protect sensitive information and keeping everything organized.

What Happens If It’s Not Followed

If communication breaks down or deadlines aren’t met, it may affect the quality or timeliness of our work. In some cases, repeated delays or lack of response may result in additional fees or adjustments to our engagement terms.

By following this communication policy, you can establish a productive, respectful, and results-driven partnership.