A first call with an accountant goes best when you can explain how your business is set up, give your tax references, share your latest accounts or returns, and say clearly which deadlines and tasks you want help with. Expect the accountant to check your identity before taking you on, to set out what they will do in writing, and, if you are switching, to ask your permission to contact your previous accountant. The checklist and questions below will help you compare any accountant on the same terms.
Who this guide is for
This guide is written for people in Walton-on-Thames and nearby areas such as Weybridge, Hersham, Esher and Shepperton who are:
- sole traders and other self-employed people
- landlords with rental income
- directors of limited companies
- members of limited liability partnerships (LLPs)
- small employers running a payroll
- construction businesses working under the Construction Industry Scheme (CIS)
- anyone thinking of switching from their current accountant
Checklist: what to have ready before the call
You do not need every item for a first conversation, but the more you have, the quicker the accountant can understand what you need.
About you and your business
- Your business structure: sole trader, partnership, LLP, limited company, landlord, or a mix
- When the business started, and your accounting year end if you have one
- Your Unique Taxpayer Reference (UTR): a 10-digit number from HMRC. A limited company has its own UTR, separate from the directors’ personal UTRs. GOV.UK explains where to find your UTR.
For limited companies
- Your company number from Companies House
- Awareness of your company authentication code. This six-character code works like the company’s signature for online filings. You do not need to share it on a first call, but know where it is and who currently holds it. If a previous accountant has it and will no longer file for you, Companies House advises changing it. See company authentication codes on GOV.UK.
- Each director’s identity verification status. Directors need a Companies House personal code for the company’s next confirmation statement.
VAT, payroll and CIS
- Your VAT number and how often you file (most businesses file quarterly), plus any special VAT scheme you use
- Your employer PAYE reference and Accounts Office reference, found on HMRC’s letter when you registered as an employer or in your HMRC online account
- Your CIS status: registered as a contractor, a subcontractor or both, and whether you are paid gross or with deductions taken (20% if registered, 30% if not)
Your figures and paperwork
- Your latest accounts and tax returns, ideally the last two years
- How you keep your records: bookkeeping software, spreadsheets or paper, and who has access
- Recent bank statements for any business account
- Deadlines coming up, such as a VAT return, a Self Assessment return, company accounts or a confirmation statement
- Any HMRC letters, especially penalty notices, Making Tax Digital letters or questions about a return
What you want
- A short list of what you want help with, and what you would rather keep doing yourself
What to expect when you take on an accountant
Identity checks before any work starts
Accountants are covered by the Money Laundering Regulations, which require them to carry out customer due diligence before taking on a new client. In practice this usually means confirming your name, address and date of birth with photo ID and proof of address, or through an electronic check. For a company or LLP, they will also confirm who owns and controls it. They will ask what work you need, and they may need to repeat checks if your circumstances change. If the checks cannot be completed, the accountant cannot take you on. GOV.UK sets out what customer due diligence involves.
These checks are a legal requirement on the accountant, so it helps to have your ID and a recent proof of address ready.
A written agreement setting out the scope
Expect to receive a written agreement, usually called an engagement letter, before work begins. It should set out which services are included, what you are responsible for providing, and the terms you are agreeing to. HMRC’s own guidance on choosing a tax agent suggests checking the terms and conditions before you sign up. Read the scope carefully: anything not listed is probably not included.
Authorising the accountant to deal with HMRC
Your accountant needs your authorisation before HMRC will deal with them on your behalf, and they will tell you how to give it. HMRC’s guidance is clear that you should never share your own HMRC online sign-in details with an agent, and that you remain responsible for your tax affairs even when someone else prepares your returns.
Handover from your previous accountant
If you are switching, the new accountant will usually ask your permission to contact your previous accountant. This step is often called professional clearance. It lets the new accountant check whether there is any reason they should not act for you, and collect handover information such as previous returns, working papers and details of anything still outstanding. Accountants who belong to a professional body follow that body’s guidance on this. Giving permission in writing early, and telling your previous accountant that you are moving, helps the handover go smoothly and keeps upcoming deadlines covered.
Example (fictional): A Shepperton landlord moves to a new accountant in November. She gives written permission for the new accountant to contact the old one, supplies photo ID and a bank statement for the identity check, and lists her 31 January Self Assessment deadline as the first priority. The handover can then focus on her previous return and rental figures.
Questions to ask any accountant
These questions work whoever you speak to. Write the answers down so you can compare.
- What exactly is included, and what would cost extra? For example, is your personal return included alongside the company accounts?
- Who will do the work, and who is your day-to-day contact?
- How and when will they communicate with you? Email, phone or an online portal, and how often?
- Which deadlines will they handle, and which stay with you? Ask about VAT, payroll, CIS, Self Assessment, accounts, corporation tax and the confirmation statement.
- What do they need from you, in what format, and by when?
- Do they belong to a professional body, and do they hold professional indemnity insurance? HMRC points out that anyone can call themselves a tax agent and that HMRC does not regulate agents.
- Who supervises them for anti-money laundering purposes? Accountants are supervised either by HMRC or by a professional body.
- Are they ready for Making Tax Digital for Income Tax? It has applied to sole traders and landlords with qualifying income over £50,000 since 6 April 2026, and extends to those over £30,000 from April 2027 and over £20,000 from April 2028.
How No Hassle Accounts can help
No Hassle Accounts is based in Walton-on-Thames and supports individuals, self-employed people and businesses across England and Wales, with experience in construction and property. Here is how common needs map to the services offered:
| If you need help with | Service |
|---|---|
| Annual accounts and the corporation tax return for a limited company | Year-end accounts and corporation tax |
| Quarterly or other VAT returns | VAT returns |
| A personal tax return, including as a landlord, director or LLP member | Self Assessment, including LLP returns |
| Running payroll for your staff | Payroll |
| CIS returns as a construction contractor, or CIS deductions as a subcontractor | CIS and construction accounting |
| Keeping day-to-day records up to date | Bookkeeping |
| Regular figures to understand how the business is doing during the year | Management accounts |
If you are not sure which of these applies, the checklist above is a good starting point for the conversation. For the dates that come up through the year, see our year-round finance routine and UK dates calendar.
This article is general information based on HMRC and Companies House guidance at the time of writing (November 2026). It is not advice for your circumstances.
If you would like to talk about the support you need, you can get in touch through the contact page or call 07979 418977 (Monday to Friday, 9am to 5pm).