Our termination letter goes something like below, and is modified based on the individual circumstances. We also send this message to the last known email address. The letter below was recently sent to a client who wanted us to file prior year returns.
Dear XXXXXX,
This letter is to inform you, that we are releasing you as a client.
Although we have been on standby to complete your delinquent tax returns, we have had insufficient communication from you, to enable our office to proceed with completion of your work. Therefore, I have reconsidered the ability of our office to service your needs. For this reason, your client file has been closed.
Since your tax issues require a closer working relationship than we have been able to establish, please contact us regarding return of any tax documents remaining in our files. At this point, because you have not returned any of our recent phone calls, we are uncertain that the above mailing address is current. For this reason, we are reluctant to mail your documents that you provided to us. It is not our responsibility to store your materials, so unless we hear from you, at some point we will dispose of them.
Please know that we wish you well.
Sincerely,