Responding to Clearance Requests

Receiving Requests #

When another firm sends a clearance request:

1. Email notification arrives with secure Seamlss link
2. Two-factor authentication required for security
3. Review interface shows request details and entities requiring response

Response Interface #

Request Details Section:

• Requesting firm information
• Primary client name
• Additional instructions/context
• Downloadable clearance letter (if provided)

Entities Requiring Response: Each entity shows:

• Entity name and type
• ABN/ACN and TFN fields (complete as required)
• Response Status dropdown
• Upload Documents area for supporting files
• Additional Information text field for notes

Response Options #

Response Status choices for each entity:

• None – No response yet
• Approved – Clearance granted, no issues
• Declined – Clearance refused (provide reasons)
• Pending Invoice Payment – Outstanding fees need resolution
• Other – Custom response (explain in Additional Information)

Completing Responses #

Required Information:

• ABN/ACN: Business numbers if requested
• TFN: Tax file numbers if marked as required by requesting firm ( likely the client has only documents with it redacted)
• Response Status: Must be completed for all entities

Optional Elements:

• Document Uploads: Financial statements, tax returns, correspondence
• Additional Information: Context, explanations, special instructions

Validation: System prevents submission until all required fields completed

Submission Options #

Save Pending Response: Use when:

• Some entities still need consideration
• Awaiting additional information
• Partial completion for later finishing

Submit All Responses: Use when:

• All entities have been Approved
• All required information provided
• Ready to complete the clearance process

After Submission #

• Requesting firm receives notification of your response
• Approved entities: Client transfer can proceed
• Declined entities: Professional discussion may be needed
• Pending entities: Outstanding matters require resolution

Professional Guidelines #

Response Timeframes #

• Respond within 5-7 business days of receiving request
• Use “Save Pending Response” if you need more time
• Communicate directly with requesting firm if delays expected

Common Response Scenarios #

Standard Approval:

• Client relationship is current
• No outstanding professional issues
• Normal business transfer

Pending Invoice Payment:

• Outstanding fees or disbursements
• Work in progress needs completion
• Client file preparation required

Declined Clearance:

• Professional conduct concerns
• Ongoing disputes or issues
• Legal or ethical complications

Best Practices #

For Requesting Firms:

• Ensure client consent before requesting clearance
• Provide clear context in Additional Instructions
• Include signed clearance letter when possible
• Follow up professionally if no response received

For Responding Firms:

• Review requests thoroughly before responding
• Provide complete information to assist transition
• Maintain professional courtesy throughout process
• Document reasons for declined clearances

Troubleshooting #

Common Issues:

• Link expired: Contact requesting firm for new invitation
• Missing information: Use Additional Information field to explain
• Technical problems: Contact Seamlss support
• Professional disputes: Handle through direct firm communication

Security Notes:

• External access links expire in 7 days
• Two-factor authentication protects all sensitive information
• TFN’s are cloaked when anyone else logs in.
• TFN’s are validated for acuracy
• All communications encrypted and logged
• Document uploads are secure and private

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Frequently Asked Questions (FAQs) #

How long does the ethical clearance process take? #

Most ethical clearance requests are completed within 5-7 business days. The process depends on the receiving firm’s response time and any outstanding matters that need resolution.

What information is required for client transfer requests? #

Essential information includes client entity details, ABN/ACN numbers, and context for the transfer. TFN information may be requested depending on the specific requirements.

Is the ethical clearance process legally required? #

Professional accounting bodies require ethical clearances to ensure proper client transfer protocols and maintain industry standards. Check your specific jurisdiction’s requirements.

Can I track the status of my clearance request? #

Yes, Seamlss provides real-time status tracking with clear indicators: Requested, Pending, and Completed statuses for all client transfer requests.

What happens if a clearance request is declined? #

Declined requests require direct communication between firms to resolve outstanding issues. Common reasons include unpaid invoices or ongoing professional matters.

How secure is the ethical clearance process in Seamlss? #

All communications use enterprise-grade encryption, two-factor authentication, and secure document sharing. External access links expire automatically after 7 days.