Terminating an accounting firm contract in Poland (2026): notice template

Termination of the contract with the accounting office should indicate the specific date of termination of cooperation and the method of settling the last month. The sentence itself "I resign from the services" may not be precise enough. It does not say who will send the last JPK, settle ZUS or when the entrepreneur will receive the books and source files.

Below you will find a practical sample letter and a list of arrangements that are worth submitting along with the notice of termination. The template must be adapted to your contract - especially to the notice period, form of delivery and additional fees.

Check the contract first

There is no single statutory one-month notice period for all accounting offices. First, the signed contract applies. Check it out:

• whether it was concluded for a fixed or indefinite period,
• length of the notice period and the date from which it is counted,
• required form of notice,
• address or e-mail address indicated for delivery,
• fee for terminating cooperation or preparing exports,
• rules for issuing documents, databases and copies,
• scope of service in the last month.

If the contract requires a letter signed and delivered to a specific address, a simple message to the guardian may not be enough. Keep proof of delivery: confirmation of receipt, e-mail reply or signature on the copy.

Can the contract be terminated immediately?

Contracts for the provision of services are often subject to the mandate provisions accordingly. Article 746 of the Civil Code provides for the possibility of terminating the order at any time, but does not automatically eliminate the financial consequences. The client may be obliged to reimburse justified expenses, pay for part of the work performed, and in the event of termination of a paid order without a valid reason, also to repair the damage.

The right to terminate for important reasons cannot be waived in advance. This, however, does not mean that any dissatisfaction allows you to safely skip the contractual deadline. The assessment of good cause depends on the circumstances, evidence and the content of the contract. In the event of a dispute regarding a high penalty, compensation or immediate termination, it is worth consulting the document with a lawyer.

What should a notice of termination include?

A short letter is sufficient if it clearly identifies the parties, the contract and the date of termination of cooperation. Enter:

1. place and date,
2. name, NIP and address of the entrepreneur,
3. details of the accounting office,
4. date or number of the terminated contract,
5. the basis resulting from the relevant point of the contract,
6. length of the notice period,
7. last day of the contract,
8. request for confirmation of receipt and completion date,
9. signature, if required by the form of the contract.

The reason does not always have to be included in a regular notice of termination with due notice. However, if you are terminating the contract immediately for an important reason, describe specific events and keep evidence. Avoid general assessments that cannot be verified.

Template for terminating a contract with an accounting office

The text below can be pasted into the document and supplemented with data from the contract.

[Place, date] [Company name, NIP, address] To: [name and address of accounting office]

Termination of the contract for the provision of accounting services

I hereby terminate the contract for the provision of accounting services concluded on [date], in accordance with § [provision number] of the contract, subject to [length] of the notice period. The last day of the contract will be [date].

Please provide written confirmation of receipt of the notice of termination and the date of termination of cooperation. Please also agree on the deadline for submitting full documentation, records, declarations, shipment confirmations, JPK files and data needed to continue settlements.

Please confirm which duties the office will perform for the last period, along with the deadlines for their implementation.

[Name, surname and signature]

Do not enter the date "by eye". First, calculate the notice period exactly as described in the contract. The phrases "month" and "month with effect at the end of the month" may lead to different dates.

Include findings about the last period

Termination ends the contract but does not arrange for the accounting to be taken over. In a separate message, establish a responsibility table:

| Duty | Period | Who performs | Deadline | Confirmation | |---|---|---|---|---| | Posting documents | [month] | [old/new office] | [date] | [status] | | JPK_V7 | [month] | [old/new office] | [date] | UPO | | ZUS DRA | [month] | [old/new office] | [date] | UPO | | Advance payment PIT or CIT | [month] | [old/new office] | [date] | calculation | | Transfer of books and exports | until [date] | [office] | [date] | protocol |

A detailed list of data that is worth collecting is included in template of the document transfer protocol. The process of power of attorney itself, KSeF, ZUS and CEIDG, is described in the guide how to change an accountant in 2026.

Documents and access after termination

Agree on a specific date for submitting the documentation. Depending on the form of accounting and the scope of services, these may include:

• KPiR or accounting books,
• records of VAT, fixed assets and equipment,
• revenue registers for lump sum payments,
• declarations, JPK, UPO and payment confirmations,
• settlements, balances and unsettled documents,
• employee documentation and ZUS,
• exports from the accounting program and a description of their format,
• list of active powers of attorney and access.

Don't revoke all privileges when you send your notice of termination if the old office still legally has to make the final shipments. First establish a schedule, then revoke UPL-1, ZUS access, and KSeF permissions in the appropriate order.

The most common mistakes

1. Notice sent to the wrong address. Check the provisions on delivery.
2. No clear end date. Ask the office to confirm it in writing.
3. Assuming the old office will do "everything for the last month." List responsibilities separately.
4. Immediate termination of access. May prevent agreed shipments.
5. Transfer of PDF files only. The new office may need exports, records and source data.
6. No protocol. Without a list, it is difficult to demonstrate what was not communicated.

Frequently asked questions

Can the notice of termination be sent by e-mail?

Yes, if the contract allows for this form or the office effectively accepts such a declaration. When the contract requires written form or specifies a specific channel, comply with its provisions and retain proof of delivery.

Do I need to provide a reason for changing the office?

In the case of simple notice within the contractual period, this is usually not necessary, unless the contract provides otherwise. The reason is more important in the case of an immediate solution and a possible dispute about its consequences.

When to inform the new office?

Preferably before sending your notice. The new office can check whether the planned date leaves time to take over the data, grant powers of attorney and send the first settlements on time.

Sources

• Civil Code - uniform text, OJ 2026 item 795, in particular Art. 746 and art. 750.
• Instructions for completing CEIDG-1 - reporting the end of cooperation with the previous office and details of the new office.

Do you want to move to a new office without a gap in billing?

Oxyok can check the schedule, prepare a list of documents and take over accounting from the agreed month. See accountant change service or write to [email protected].