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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.




Once you’ve scheduled your appointment, we will send you a client packet. It will be sent to your client portal or you can request a paper copy. Please submit this completed packet prior to your appointment or bring it with you. This packet includes:

  • Essential information which provides client and dependent information
  • A questionnaire form which is a yes or no response form
  • An Engagement letter which engages Molen & Associates to perform services for you
  • A list of tax documents to provide to Molen & Associates that are relevant to the tax preparation.

All our clients will have access to our secure client portal. You can easily send or upload tax documents to Molen & Associates, should you prefer to provide the documents to us in advance.

If you are a new client, please bring copies of your last 3 years federal and state income tax returns.

Bring any questions you may have in a written format to ensure you get the most out of your appointment. Our primary goal as a trusted advisor is to provide insightful advice to enable our clients to make informed tax and financial decisions.

2 days prior to your appointment you will receive an email and/or confirmation call to remind you of your scheduled appointment. Please plan to arrive 15 minutes early if you did not complete your packet.




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. 



Upon arrival you will check in at our front desk with reception. The front desk will again confirm your scheduled appointment and collect the completed packet you received. If you did not complete the packet prior to your appointment, we will print this packet in the office for you to complete before you meet with your tax advisor.

Once you’ve completed the check in process, your tax advisor will then walk you back to his or her office to begin compiling your tax return using the tax documentation that has been provided and answer any questions you may have. Your tax advisor will then provide you with an estimate of a refund or any amount due for taxes.


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


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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