A reader following the series recently asked two important questions:
How long should I keep records?
What do you do when a client refuses to sign off in writing?
Here’s my answer, both as a practicing CPA and someone who’s had to learn the hard way: keep everything and never proceed without written approval.
Let’s start with retention.
In my practice, I keep client documentation indefinitely. If storage is affordable, and you’re using cloud-based systems or organized digital archives, there’s no good reason to delete anything. Emails especially are gold. I’ve pulled up messages from years back to clarify who said what, when.
That clarity has protected me more times than I can count.
But don’t rely on your inbox alone. Email providers change. Access can be lost. Always maintain a backup file per client—secure, searchable, and regularly updated.
If you’re ever called to testify or respond to an audit or complaint, you’ll thank yourself for building a proper archive.
Now to the second and trickier question:
What do you do when a client won’t sign?
Yes, it happens. A client might hesitate to approve something in writing. Sometimes it’s innocent, maybe the form wasn’t clear, or the numbers raised a concern. In those cases, a respectful conversation clears it up. You revise, resend, and move forward once they’re comfortable.
But if a client says, “Just file it. We’ve worked together for years. You have my word,” that’s where I stop. Immediately.
That’s not trust, that’s exposure.
I don’t proceed.
I explain why a signed document protects both parties. If they still refuse, I don’t make any move.
You may lose the client, but you’ll keep your license, your peace of mind, and your name intact.
I’d rather be known as the CPA who’s strict about process than the one being investigated because I was compassionate without boundaries.
📌 Apply This Now:
Review your client intake and engagement workflows.
Are you depending on verbal agreements or untracked conversations?
Fix it. Build a system where nothing moves without clear, written approval.
If they won’t sign, you shouldn’t serve.
Let that be a non-negotiable. Your future self will thank you. So will your license.
Book your free 15 minutes clarity session today: 757-977-8911 or email [email protected]
If we haven’t met,
I am Dr. Lilly Mbinglo, CPA,
❤️Daddy YONGKA’s Nyomshiliv,
💃🏾Abakwa’s FINEST and SMARTEST CPA,
💸Tax Strategist and Tax Alchemist Extraordinaire,
👩🏽💼Regent University MBA Professor,
