How to properly notify clients when a CPA passes away unexpectedly?

I'm very sorry for your loss. As a CPA who has gone through something similar when a colleague passed, I can offer some guidance. From an ethical standpoint, you're not specifically obligated to disclose the reason for the practice closure. You can simply inform clients that the practice is closing and their files are being transferred to the new CPA firm. However, most clients have likely developed a personal relationship with your brother, and many will want to know what happened to him rather than just receiving a generic notification about a business transition. For accessing client information, look for practice management software on his computer. Common ones include CCH, Thomson Reuters, or QuickBooks. The office manager or any staff would likely know how to access this. If you're completely stuck, the software companies often have emergency protocols for situations like this. Beyond notifying the state board, you should also contact: the IRS (to update the CAF - Centralized Authorization File), your brother's E&O insurance provider, any professional organizations he belonged to (AICPA, state society), and his malpractice insurance carrier.

After my dad's accountant passed away suddenly last year, I found myself in a terrible situation with tax deadlines approaching and no access to my previous years' returns. I was completely lost until someone recommended taxr.ai (https://taxr.ai) to help me sort through everything. Their service helped me organize all my tax documents and figure out what I needed to request from the new accountant who took over. I uploaded everything I had, and they analyzed it all to show me what was missing and what I needed to follow up on. It was surprisingly helpful during such a stressful transition time when I was missing information. In your situation, it might help your brother's clients during this transition period, especially if there's any confusion about what documents they need or what's been filed already.

Just wanted to follow up - I ended up using taxr.ai during my accountant transition and it was incredibly helpful. I was stressed about potentially missing something important with my multiple businesses, but the document analysis caught several things I would have overlooked! It organized everything by tax year and category, which made handing everything over to my new accountant super smooth. The new CPA was actually impressed with how organized everything was, especially since transitions between accountants can be messy.

When my mother's CPA passed away last year, we had a nightmare trying to reach the IRS to sort out some pending issues with her return. We kept calling the IRS for weeks with no luck - just endless hold times. We finally used Claimyr (https://claimyr.com) after watching their demo at https://youtu.be/_kiP6q8DX5c and they actually got us connected with an IRS agent within about 20 minutes when we'd been trying unsuccessfully for days. This might be helpful for your situation too since you'll likely need to contact the IRS to update various things after your brother's passing. They basically wait on hold for you and call you when they get a human on the line. Saved us hours of frustration during an already difficult time.

I need to publicly apologize for my skepticism about Claimyr. After struggling to get through to the IRS about my father's estate tax situation for TWO WEEKS, I decided to give it a try despite my doubts. I'm genuinely shocked - they got me connected to an actual IRS agent in about 35 minutes when I hadn't been able to get through at all before. Saved me hours of frustration and helped me finally resolve the power of attorney issue we were facing after my dad's passing. If you're dealing with IRS matters during the transition of your brother's practice, it might save you a lot of headaches.

Having been through this when my partner passed (also a CPA), I highly recommend being transparent with clients about what happened. We initially tried to be vague about the reason for the practice transition, but it created confusion and some clients felt misled when they eventually found out through other channels. The accounting relationship is built on trust, and in my experience, most clients appreciated our honesty and were very understanding. They sent condolences and many shared fond memories that actually provided comfort during a difficult time. For client contact info - check if he used Lacerte, ProSeries, Drake, or UltraTax. Each has different methods for exporting client lists with contact information. If you can't access it, the software companies can usually help in situations like this.

Just a practical tip about pulling client contact info - if you can't access his practice management software, check if he used a tax software like Lacerte or Drake. You can often export client lists with contact details directly from these programs. Also, look for client engagement letters - they should have contact information and might be stored either physically in filing cabinets or digitally in a folder on his computer.

I'm so sorry for your loss. This is an incredibly difficult situation to navigate while grieving. From a practical standpoint, I'd recommend checking if your brother had any written protocols or wishes documented about how to handle his practice in case of emergency. Some CPAs include basic succession planning in their business documents. One thing that hasn't been mentioned yet - make sure to secure his office and any physical client files immediately if you haven't already. You'll want to change locks and ensure confidential documents are protected during this transition period. Also, consider reaching out to your local CPA society chapter. They often have resources and volunteer programs to help families in situations exactly like this. They may even be able to connect you with CPAs who specialize in practice transitions and can guide you through the proper procedures. Your sister-in-law's emotional state is completely understandable, but I'd gently suggest that transparency tends to work better in the long run. Clients who discover the truth later may feel deceived, which could create unnecessary complications during an already challenging time.

I'm so sorry for your loss. Having helped clients through similar transitions, I can share that while there's no strict legal requirement to disclose the reason for practice closure, transparency often prevents complications later. Regarding deadlines - you'll want to notify clients as soon as reasonably possible, especially with tax season approaching. Most state boards expect notification within 30-60 days, but check your state's specific requirements. The IRS doesn't have a specific deadline for CAF updates, but sooner is better for pending client matters. For accessing client data, look for a "client list" or "contact report" function in whatever software he used. Most tax programs (Drake, Lacerte, ProSeries) have export functions under their reports menu. If you're completely locked out, contact the software company's support - they have protocols for these situations and can often help you export essential contact information. One thing to prioritize: secure any pending client work or deadlines. Check his calendar and any pending returns that might need immediate attention before the full transition happens. This will help protect both the clients and avoid any potential liability issues. Consider having the new CPA draft the client notification letter - they'll know the professional language to use and can handle questions about the transition directly.

I'm so sorry for your loss. This must be incredibly difficult for your family to navigate while grieving. From my experience working with practice transitions, I'd strongly recommend being honest with clients about your brother's passing. While your sister-in-law's feelings are completely understandable, clients will likely find out anyway through obituaries or community connections, and discovering they weren't told directly could damage trust and complicate the transition. A simple, respectful approach works best: "We regret to inform you that [Brother's name] passed away unexpectedly. To ensure continuity of service, his practice is being transferred to [New CPA/Firm name], who will maintain the same professional standards you've come to expect." For practical next steps: Look for his practice management software (likely CCH, Thomson Reuters, or similar) - most have client export functions under "Reports" or "Client Lists." If you can't access it, call the software company directly - they have emergency protocols for situations like this. Beyond the state licensing board, also notify: the IRS (CAF system), his E&O insurance carrier, professional memberships (AICPA, state CPA society), and any banks where he had business relationships. The local CPA society may also have transition resources to help guide you through this process. Take care of yourselves during this difficult time.