The Bookkeeping Engagement Letter is a crucial document used in Belgium to formalize the professional relationship between bookkeepers and their clients. It serves as the foundational agreement that outlines the scope of bookkeeping services, establishing clear expectations and responsibilities for both parties. This document is particularly important in the Belgian context, where bookkeeping practices are strictly regulated under the Belgian Accounting Law and supervised by the Institute for Tax Advisors and Accountants (ITAA). The engagement letter helps ensure compliance with professional standards, GDPR requirements, and anti-money laundering regulations while protecting both the service provider and the client by clearly defining service terms, deliverables, and fee arrangements.
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1. Identification of Parties: Details of the bookkeeper/firm and the client, including registration numbers and professional credentials
2. Scope of Services: Detailed description of bookkeeping services to be provided, including frequency and deliverables
3. Client Responsibilities: Clear outline of client obligations, including provision of documents and information
4. Professional Fees: Fee structure, payment terms, and billing arrangements
5. Timeline and Deadlines: Key dates, reporting deadlines, and duration of the engagement
6. Confidentiality and Data Protection: Commitments regarding client information handling and GDPR compliance
7. Professional Standards: Reference to applicable professional standards and ethical requirements
8. Terms and Termination: Duration, renewal, and termination conditions of the engagement
1. Tax Services: Additional section when tax preparation or advisory services are included
2. Digital Tools and Software: When specific accounting software or digital platforms will be used
3. On-site Services: When services will be provided at client premises
4. Multiple Entity Services: When services cover multiple related business entities
5. International Transactions: When client has significant international operations requiring special handling
6. Training and Support: When including staff training or system support services
1. Fee Schedule: Detailed breakdown of fees for different services and additional charges
2. Service Level Details: Specific deliverables, deadlines, and service standards
3. Document Requirements: List of required documents and submission deadlines
4. Data Processing Agreement: GDPR-compliant data processing terms and procedures
5. Software and Systems: Technical specifications and requirements for digital collaboration
6. Team Structure: Key personnel and their roles in providing the services
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