Client meeting agenda template for accountants (5 free agendas)

Client meeting agenda template

Copy this into the calendar invite or an email. It works for most client meetings, and the versions below adjust it for specific ones.

MEETING AGENDA

Client:
Date and time:
Format: video call / phone / in person (address)
Attendees:
Length:

Purpose of the meeting (one line):

1. What's changed since we last spoke
2. Main items for discussion
   -
   -
3. Information we need from you
   -
4. Your questions (please add any before the meeting)
   -
5. Next steps, owners and dates
6. Our next meeting

First meeting with a new client

The first meeting sets the tone for the relationship, so the agenda should show you have a plan. Keep the scope conversation on it: it is where most later disagreements start.

FIRST MEETING AGENDA

Client:
Date and time:
Attendees:

Purpose: to understand your business and agree how we'll work together

1. Introductions and your business in your own words
2. What you need from us now, and what's coming up this year
3. Your current setup: software, bookkeeping, previous accountant
4. What's in scope, and what isn't
5. Information and access we'll need from you
6. How we'll communicate and how often we'll meet
7. Next steps and timeline

Tax planning meeting agenda

TAX PLANNING MEETING AGENDA

Client:
Date and time:
Attendees:
Period covered:

Purpose: to review this year's position and decide what to do before year end

Please bring or send beforehand:
- Year-to-date figures, if you keep them
- Details of any large purchases or sales planned
- Changes to your business structure or personal circumstances

1. Your position this year compared with last year
2. Changes coming up that affect tax
3. Options to consider, and the trade-offs
4. Decisions and what we'll do next
5. Information still needed and deadlines

Tax rules, thresholds and deadlines differ between Australia, the UK and the US and change often, so keep the agenda to the conversation and rely on your firm’s own technical guidance for the detail.

Year-end review meeting agenda

YEAR-END REVIEW AGENDA

Client:
Date and time:
Attendees:
Financial year:

Purpose: to go through the draft results and agree what's needed to finalise

1. Draft results and the main movements
2. Questions on the figures
3. Adjustments to agree
4. Items still outstanding (yours and ours)
5. Timeline for sign-off and lodgement or filing
6. Plans for the year ahead

Quarterly advisory review agenda

QUARTERLY REVIEW AGENDA

Client:
Date and time:
Attendees:
Quarter:

Purpose: to review the quarter against your goals and agree priorities for the next one

1. Actions from our last review
2. Results this quarter against plan
3. Cash flow and the next three months
4. What's working, what isn't
5. Priorities for next quarter
6. Decisions, owners and dates

Start with the actions from the last review. It shows the client that what you agreed last time was followed up, and it keeps your own team accountable.

How to send a client meeting agenda

Put it in the invite. An agenda in the calendar description travels with the meeting, so the client sees it when they join. If you use Vinyl, its Pre-meeting Brief reads that agenda alongside your previous meetings with the client.

Say what you need from them. “Please send your year-to-date figures by Tuesday” in the agenda saves a follow-up email later.

Keep it short. Five or six items for an hour. More than that and the last ones get rushed.

Use the same headings for the notes. When the notes follow the agenda, the write-up is quicker and the client can see each item was covered. Our client meeting notes templates use the same structure, and the meeting minutes template covers meetings that need a formal record.

Or let Vinyl prepare it

Vinyl generates structured agendas by client and service, and before each meeting a Pre-meeting Brief built from your past meetings with that client is waiting for you. After the call it writes the summary, the action items and a draft follow-up email from the recording, and files them to the client in Karbon or FYI. See the plans on the pricing page.

Frequently Asked Questions

What should a client meeting agenda include?

The purpose of the meeting in one line, the date, time, format and attendees, the main items for discussion, the information you need from the client, space for their questions, and next steps. That last item matters most: it makes sure the meeting ends with owners and dates.

When should I send a client meeting agenda?

A few days before the meeting, in the calendar invite. That gives the client time to gather what you’ve asked for and add their own questions.

How long should a client meeting agenda be?

Short enough to read in a minute. Five or six items is plenty for an hour-long meeting; if there’s more to cover, book a second meeting rather than rushing the end of the first.

Can AI write a meeting agenda?

Yes. Vinyl generates structured agendas by client and service, with prompts and checklists tailored to the work, and its Pre-meeting Brief adds what was said in your previous meetings with that client. Check it before you send it, and add anything the client has asked about since.