Changing accountant
What your old accountant must hand over
When you move, two things can pass from your old accountant: records that belong to you, and information the new accountant needs to carry on. The professional bodies set out what their members must hand over.
The short answer
Records that belong to you, such as your invoices, bank statements and your company's ledgers, should be returned promptly. ACCA members must also give your new accountant the last accounts you approved and a detailed trial balance, promptly, free of charge, and even if you owe them fees. ICAEW members must deal promptly with reasonable requests for records, and provide information you cannot get elsewhere. Some papers, such as the accountant's own drafts and working papers, may belong to the accountant.
You can choose to change accountant, subject to any notice period or other terms in your engagement letter. Your old accountant cannot refuse to let you go, but what they pass on, and when, is governed by their professional body's rules.3
What the rules say, side by side
These are professional rules for members of each body. If your accountant is not a member of ICAEW or ACCA, ask which body they belong to: other bodies have their own rules.
| What | ACCA members | ICAEW members |
|---|---|---|
| Your own records and documents | Must be given to you or your agent promptly on request, or when the accountant stops acting, unless they can exercise a lien1 | Must deal promptly with any reasonable request to transfer records; a lien may apply in limited cases3 |
| Information the new accountant needs | "Reasonable transfer information": a copy of the last accounts you formally approved, and a detailed trial balance that agrees with them2 | Information about your affairs, if not having it might harm your interests and you cannot provide it yourself3 |
| Cost | Transfer information is free of charge; extra copies of things you already have can be charged for2 | Not normally charged, unless there is good reason, such as a lot of work or copies you already have3 |
| If you owe fees | Transfer information must still be provided1 | Unpaid fees are no reason to ignore the new accountant's enquiry4 |
Records that belong to you
Documents you gave your accountant stay yours.5 For a company, ACCA lists records the company owns, including its financial accounts, nominal ledgers, schedules of debtors and creditors, fixed asset register, payroll records, tax records, and other records it asked the accountant to prepare.6 These can be handed back on paper or electronically.6
The company must keep accounting records, and must keep them for 6 years from the end of the last financial year they relate to, or longer in some cases.7 Getting them back is in your interest.
What stays with the accountant
Some papers belong to the accountant, not to you. ACCA's guidance gives the example of accounts preparation: the final accounts belong to the client, but drafts and office copies normally belong to the accountant unless you asked for drafts.1 ICAEW says ownership is a question of law and fact, and that information in the accountant's own papers may still need to be provided.35
"The last accounts and a detailed trial balance"
ACCA says a detailed trial balance must let the new accountant link the closing balances in your ledger to the figures in your last accounts. One figure for all current liabilities would not be detailed enough; it should show each category, such as trade creditors, accruals and loans.2 ACCA also says this information need not usually be provided more than once.2
Can they hold anything back?
Only in limited cases. An accountant may have a "particular lien": the right to keep some of your documents until you pay for the work done on them. The conditions are strict, and for companies the courts in England and Wales have held that a lien cannot be used over statutory books or accounting records. See Can an accountant keep my records?
If the handover is not happening
- Ask your new accountant to list exactly what they need.
- Write to the old firm with that list and a date for a reply. Keep a copy.
- If there is a fee dispute, say whether you dispute the bill or simply need time. ICAEW says a lien is meant to help settle a slow payer, not to extract payment where there is a genuine dispute.3
- If it still does not happen, contact the accountant's professional body. ACCA, for example, says clients should be told they can approach it if a dispute with the firm cannot be resolved.8
Sources
- ACCA, "Legal ownership of, and rights of access to, books, files, working papers and other documents" factsheet, issued 1 January 2025 (Code section B5). accaglobal.com. Checked 12 October 2026.
- ACCA, "Transfer information" factsheet, issued 1 July 2025 (Code section B15, regulation 11). accaglobal.com. Checked 12 October 2026.
- ICAEW, "Change of professional appointment: incoming accountant" helpsheet (ICAEW Code of Ethics paragraphs R320.7C and R320.7D). icaew.com. Checked 12 October 2026.
- ICAEW, "Change of professional appointment: outgoing accountant" helpsheet. icaew.com. Checked 12 October 2026.
- ICAEW, "Documents and records: ownership, lien and rights of access". icaew.com/regulation/documents-and-records. Checked 12 October 2026.
- ACCA, "Disengagement process for corporate clients", February 2022. accaglobal.com. Checked 12 October 2026.
- GOV.UK, "Running a limited company: company and accounting records". gov.uk/running-a-limited-company/company-and-accounting-records. Checked 12 October 2026.
- ACCA, "Obtaining professional work" factsheet, issued 1 July 2025 (letters of engagement and dispute resolution). accaglobal.com. Checked 12 October 2026.