Avoid the Tech Missteps That Undermine Your Firm's Reputation
The holidays are chaotic enough for your Salt Lake City CPA firm. Clients are wrapping up year-end planning, your team is finalizing filings, and everyone’s trying to squeeze in PTO. The last thing your firm needs is to cause confusion or frustration with outdated info or sloppy communication.
Think of this as your firm’s "Holiday IT Manners Guide."
Because in this industry, little tech missteps can quickly snowball into lost trust—and lost clients.
Update Your Firm's Online Hours (Before Clients Show Up Angry)
Picture this: A high-value client drives across Salt Lake to drop off tax documents, expecting your doors to be open. Google says you’re in. But the lights are off. That client may not say anything—but they notice.
Where to update first:
- Your Google Business Profile (top priority)
- LinkedIn, Facebook, and Yelp
- Your firm’s homepage with a clear holiday banner
- Apple Maps and Bing Places
Sample message:
"Happy Holidays from [Firm Name]. We’ll be closed Dec. 24–26 for holiday break, and back in the office Dec. 27 at 8 a.m. sharp."
Set Clear, Human Out-Of-Office Replies
If partners or staff are stepping away for a few days, don’t leave clients in the dark. A warm, professional out-of-office message sets expectations and reassures clients that your firm is still responsive—just temporarily offline.
Sample OOO message:
"Thanks for reaching out. Our office will be closed from Dec. 24–26 for the holidays. We’ll respond promptly once we return. For urgent tax or IT matters, please call (XXX) XXX-XXXX."
Don’t Overshare In Auto-Replies (Yes, It’s a Security Risk)
Clients don’t need to know you’re skiing in Deer Valley or vacationing in St. George. Over-sharing in automated replies isn’t just unprofessional—it’s a potential cybersecurity risk.
Stick to:
- Dates you’re out
- When you’ll return
- Who to contact in the meantime
Save the personal stories for team chat or your firm’s social feed.
Check Your Firm’s Phone System (Before Clients Do)
Most people calling your office during the holidays are short on time and probably a little stressed. A confusing or outdated voicemail just adds friction.
What to check:
- Does the greeting reflect current hours?
- Is the voicemail message clear and professional?
- Are urgent calls routed properly?
Sample voicemail:
"Thanks for calling Whitmore & Associates. We’re closed for the holidays Dec. 24 through 26. Please leave a message or press 1 for urgent matters. We’ll return all calls on Dec. 27."
If You Send Client Packages, Communicate Deadlines
Whether you're mailing tax organizers, engagement letters, or IRS notices, make sure your clients know when to expect deliveries and when they need to act.
Missed delivery deadlines during the holidays can delay onboarding, disrupt filing schedules, and cause client frustration.
Pro Tip:
Post your internal mailing cutoff dates prominently in client portals and send reminders via email.
Why This Matters More Than You Think
Good IT support for Salt Lake CPA firms isn't just about firewalls and backups. It’s about delivering a seamless experience for your clients—especially when year-end stress is already sky high.
Tech etiquette builds trust. It shows your clients you’re organized, professional, and thinking ahead.
Want Help Polishing Your Firm’s Tech Experience This Holiday Season?
At Qual IT, we specialize in managed IT services for CPA firms across Salt Lake City. From updating your systems and automating client communications to securing your phone network and portals—we help your tech support your firm’s professionalism.
Click here to book your free network assessment.
Because the best gift you can give your clients this season is peace of mind—powered by IT that just works.
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Austin McDonald, Qual IT
Helping Salt Lake CPAs avoid downtime, missteps, and tech headaches during the busiest season of the year.
