Terms and Conditions - Molen & Associates

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Terms & Conditions


Effective May 8, 2023, Molen & Associates will be charging $200 per appointment missed if the appointment is not cancelled or rescheduled prior to 24 hours of the scheduled appointment time. The charge will be in addition to the total cost of the tax return. At the time of scheduling an appointment, we will collect the credit card number that you plan to use to pay for your tax return. This information will be kept on a secure portal and the card will not be charged unless the appointment is missed.

To avoid a cancellation fee please let us know at least 24 hours in advance if you need to cancel or reschedule your tax appointment. We completely understand that sometimes life gets in the way.

Advanced Notice Cancellation

If you provide more than 24 hours advice notice of a schedule or appointment change, no penalty will be assessed.

24-Hours Notice Cancellation

If you cancel within 24 hours of the scheduled appointment, a $50 fee will be applied.  If you must cancel because of a conflict i.e., required appearance for court or death in family this fee may be waived but only with management approval.

No Call/No Show

If you do not show up for your appointment, with no attempt made to reschedule or cancel, a Non-Refundable fee of $200 will be charged.



In years past, the first step in our tax preparation process has been to meet with your tax advisor. This year, in order to provide better service to you as well as a smooth and efficient tax preparation process, we kindly request the following PRIOR to meeting with an advisor. Please note that we will not be able to prepare your tax return until the three following items are completed:

Questionnaire and Engagement Letter: Kindly complete and sign the provided questionnaire and engagement letter. These forms enable us to better understand your individual tax needs and ensure a comprehensive review of your return. This can be found in the “Tax Info” folder on your secure document portal link below or upon request we can send it to you electronically to fill out. If you would like the electronic version, please reply to this email requesting the Zoho Sign

Documents: Please submit all the necessary documents required for your return to the “Tax Info” folder within your secure document portal link below. These documents are essential for accurately assessing your tax situation and ensuring compliance with relevant regulations. For a list of documents needed, please see a list here. You can also review your client portal to see what documents were provided last year. 

Deposit: A non-refundable deposit of $200 is required to initiate the preparation of your tax return. This deposit will be applied towards the total cost of the return and the remaining balance will be collected at the time you discuss your return with your advisor. A link to pay your deposit will be sent to you via email as soon as you have completed your Questionnaire or send us documents. If you wish to provide payment over the phone, please call us at 281-440-6279.




When you’ve provided your tax advisor with all the relevant information necessary to complete your tax return, you can then expect to see a copy of the completed tax return for review in about 7 days. During this time your advisor will come back to your return and take a deeper dive into the deductions and tax credits to which you are entitled. We even have a quality control specialist go over the return to ensure accuracy of the data entry and process it through our sophisticated tax software to review any possible red flags. 

Once initial data entry is done, an tax advisor will be reaching out to you based on the times you advised would be best to contact you to go over your return. If we are unsuccessful in speaking with you during this call, an outreach will be made to get something on the calendar that works best with your schedule. Generally, this consultation with your advisor will take up to 30 minutes. Please note that in-person appointments will incur an additional charge, as outlined in our previous correspondence unless you are in a monthly agreement with Molen & Associates.



If your tax advisor still requires additional information to complete your tax return, he or she will provide you with a list of missing items which you must provide before we can finalize the tax return. The list of missing items may be forwarded to Molen & Associates through our secure portal, email, fax, or US Mail. At this point, your tax return remains in a pending status until we receive all missing items. When all missing items have been provided then you can expect a 7 day turnaround for the completed tax return for review and completion.


Your tax advisor will provide you with a good faith estimated cost of the service provided. This amount will be paid in full at the checkout window right after your visit with the tax advisor. Because everyone has a unique tax situation, this amount will vary for each person and is based on the forms and complexity of the tax return. Even if we do not file your tax return, there will be a cost associated with the appointment. To see more about our tax process you can watch by clicking this link https://youtu.be/piRGMDRuvDU


The completed return will be sent to you using the delivery method that is most convenient for you (US Mail, Portal, In Office Pickup or E-signature also known as Docusign.) When the return has been reviewed and you are completely satisfied with it then you will sign the E-File document form 8879. 


The E-file document form 8879 will require your signature(s). Please sign this and return to us at your earliest convenience. This completed form MUST be provided to Molen & Associates because it allows us to transmit your tax return electronically to the IRS.



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