Dear Customer,  

The purpose of this letter is to assist with your transition from Geek Girls IT Services ("Consultant") to your new IT service provider. We understand that this is a process and may require scheduled timing of services to be transitioned; we will work with your company and your new provider to make the process as seamless as possible.  Please understand that we will need advance notice of at least 5 business days of any action requested of us so that we can make resources available. Unless otherwise stated by us in writing, all labor requested of us is billable. 

OPTIONAL:

Please note that if you have any outstanding invoices, they will need to be made current before we can release any information. 

After you fill out and sign this letter, we will provide all documentation and passwords in our possession to you or to your new IT provider, as per your request and on the date you request below (the "Documentation Handover Date"), assuming that date is at least five days from the date you sign this letter. Please allow up to five business days from the date you sign this letter to receive your documentation.

Microsoft Licenses Disposition

You currently have an annual commitment for the following Microsoft licenses: 

Microsoft Business Standard

Qty: 5

Price: $150 per year per license

Renewal date: March 1st, 2024

Microsoft requires that we maintain this commitment on their behalf. 

The balance left on this term is $312.50 plus any applicable taxes. Please choose one of the following billing options to pay this balance. Whichever option you choose, you will have the use of these licenses for the remainder of the service term.

1 ___ Please bill me the full balance of $312.50 now, to be paid in full. 

2. ___Please continue to bill me the month amount of $62.50 for these licenses until the end of the renewal term. 

____ I understand that, as of the renewal date, these licenses will not automatically renew. It is my company’s responsibility to purchase licenses on my company’s behalf and apply them to the company mailboxes in the Microsoft admin portal. 

 Monthly Microsoft 365 licenses

____ I understand that, as per our request, our monthly Microsoft 365 licenses will continue to renew and be billable through Consultant. To terminate billing, I will need to request via email that Consultant cancel the licenses. Once Consultant acknowledges the cancellation request via email, the licenses will be terminated at the end of the month in which I made the request, provided the request was made during business hours at least 2 days before the end of the month. Otherwise, licenses will be billable through the end of the month following the month in which I made the request.

Documentation Handover

Important: When choosing your Documentation Handover Date, please choose the earliest possible date on which you will need admin access to your devices. If you request a password change or other account change before we hand over your documentation on the Documentation Handover Date, the time to perform such changes will be billable.  

Your last date of service for billing purposes ("Final Service Date") will be: ________________

As of 5pm on this date, your managed IT services will cease and any data that we currently host will be deleted from our servers.

The following data will be deleted as early as 5pm on the Final Service Date:

• All Exchange data (email, contacts, calendar)

• All backups (backups of server, NAS, etc.)

• Office 365 Backups (SaaS Protection). Please note that any labor to retrieve backups is billable. After the Final Service Date, these backups will no longer be retrievable. 
  

• All monthly IT status reports pertaining to your organization. Please note that these reports are proprietary and are only provided to you as part of your monthly service. We cannot provide copies of reports previously sent to you. 
  

The following services will be discontinued as of 5pm on the Final Service Date:

• Microsoft 365 (Here are some general instructions on how to add licenses to your Microsoft account directly. You should do this before the final date of service with us so that your Microsoft services don't stop working: https://docs.nygeekgirls.com/DOC-3939201-8938420.) (Please note that assistance with this is billable time.)
• Microsoft Office apps / Office 365 apps
  
• DNS Hosting. Please make sure your new provider has copied your DNS records to a new DNS host and pointed the name servers to the new host as well. We cannot be responsible for service outages (including email outages) caused by loss of DNS hosting. 

The following services will be discontinued on the Documentation Handover Date, because once we hand over passwords, we can no longer be responsible for the integrity of your IT infrastructure and we may not have access to your cloud-based directory services:

• Backup Services (previously backed up data will remain on our servers until 5pm on the Final Service Date, unless you request that we delete it sooner.)
• Server and/or Workstation Monitoring and Maintenance including EDR/NGAV, patch management, hardware failure monitoring, RMM Ransomware protection, etc. 
• Active documentation of customer infrastructure
• End user support that was not included in your managed services agreement (billable hourly labor)
• End user support included as part of your managed services agreement (help desk service)
• Network and Firewall Monitoring and Maintenance
• Duo 2FA
• DNS Protection and Cloud VPN services (Todyl) 
• Security Awareness Training
• Remote computer access for your end users
  
• Dynamic DNS services which may affect your: VPN or other remote access; backup runs; security cameras; server lights-out-management, and/or other functions.
  
• 2FA on any admin logins which we control, so that you can take over these logins. We strongly urge you to immediately re-enable 2FA on all admin logins. 

Special Note on SonicWall and other Firewalls: Please ask your new provider to request a transfer of your MySonicWall account so that they can manage your firewall licensing. We cannot release your firewall from our MySonicWall account until we know to whom the firewall should be transferred,  

You acknowledge that any and all data stored on behalf of your organization by Consultant will be permanently and fully deleted as early as 5pm on the Final Service Date. 

You acknowledge that, as of the Documentation Handover Date, Consultant is no longer responsible for failure, downtime, or loss of any device, service or data for which Consultant has handed over passwords. You further acknowledge that, as of the Documentation Handover Date, if you experience such failure, downtime, or loss, Consultant is not obligated to provide any assistance, and any assistance that Consultant provides is billable at our regular hourly rates.  

You understand that [,so long as there are no invoices outstanding on your account,] you will be provided with your full documentation including all passwords on the Documentation Handover Date, and that any request to change user accounts or passwords [for help desk customers, insert after the Documentation Handover Date] is billable. 

You further understand that the time to remove our management software (antivirus, RMM, backup, Privilege Management, etc) from your devices and disable 2FA on accounts we are handing over to you is billable at our prevailing hourly rates. Our estimate for the amount of time it will take is _________________ hour(s). Please note this is only an estimate.

For audit and security purposes, we strongly recommend that you change all your passwords as soon as possible and, where applicable, re-enable 2FA.

We appreciate the time we were able to work with your organization and wish you the best in the future.

Sincerely, 

The Team at Geek Girls IT Services

Acknowledged by Client:

Date on which documentation (including passwords) is to be released (Documentation Handover Date). Please choose the earliest date on which you will need admin access to your devices:  _____________

Person to whom documentation (including passwords) is to be released:

 Name of person to whom documentation is to be released (one contact only): _______________________________

 Company: ____________________________

 Email address to which to send documentation (one contact only): _________________________ 

Note: We will send an email with a dropbox link to your documentation. PLEASE INSTRUCT THE EMAIL RECIPIENT TO CHECK THEIR SPAM FOLDER IF THEY DO NOT SEE A MESSAGE FROM US IN THEIR INBOX ON THE DATE OF THE HANDOVER.

 Agreed and acknowledged by Client:

 Signature: 

 Client Contact Name: 

 Contact Title: 

 Company Name: