1. Define the outcome you need
Start with a simple sentence describing the result you are seeking. For example: organise monthly books, understand a tax communication, prepare an applicable filing, review a reconciliation, or discuss an audit requirement.
2. Note the relevant entity, period and deadline
Identify whether the matter relates to an individual, proprietorship, partnership, company or another entity. Note the financial year, tax period or transaction period involved and any known deadline.
3. Prepare a factual timeline
Write down the important events in date order. Include registrations, filings, notices, transactions, prior advice received and actions already taken. A short factual timeline is often more useful than a long unstructured explanation.
4. Gather relevant records—but share them securely
Make a list of the documents available, such as prior returns, notices, statements, ledgers, invoices or agreements. Do not place confidential records in a public contact form. Wait for the firm to confirm what is required and how it should be shared.
5. List your questions and uncertainties
Separate what you know from what you are unsure about. A concise question list helps the professional identify the scope, missing information and next steps without overlooking the issue that matters most to you.
6. Understand that acceptance and advice are separate steps
An initial enquiry or meeting does not by itself create a professional engagement. The firm may need to consider scope, eligibility, independence, conflicts, records and timelines before accepting the matter or providing formal advice.
Practical checklist
- One-sentence description of the required outcome
- Entity name and type
- Relevant period and known deadline
- Short timeline of events
- List of records available
- List of questions and unresolved facts
- Contact details for follow-up
Frequently asked questions
Should original documents be sent before the first discussion?
No. First describe the matter without confidential attachments. The firm can then state what records are required and provide an appropriate method for sharing them.
Does the first discussion guarantee that the matter will be accepted?
No. Acceptance depends on the scope, applicable requirements, professional eligibility, independence, conflicts, records and available timelines.