Ending a client relationship requires tact and care. Rather than ghosting accounts, send a thoughtful offboarding email outlining next steps.
This guide covers everything needed to craft professional client departure emails. Follow our tips and templates to streamline offboarding while preserving your reputation.
Offboarding emails enable you to:
Without formal email closure, clients are left confused and likely to speak ill of your business. Avoid this scenario through thoughtful offboarding communications.
Common situations requiring client departure emails include:
Any scenario where the working relationship is ending merits a courteous email sign-off.
Follow these best practices when writing your client departure emails:
With care, you can preserve reputation during client exits. Now let's look at email templates.
Use these sample templates as a framework when crafting your own offboarding messages.
Subject: End of Contract Term
Dear [Client],
I hope this email finds you well. As you know, our [length of time] contract for [services provided] concludes at the end of this month.
I want to sincerely thank you for choosing [Company] over the past [length of time]. It’s been a pleasure working together, and I wish you nothing but success going forward.
To wrap up, I will provide you with all [materials produced, data collected, deliverables created, etc.] for your records. Please let me know if you need anything else to ease the transition.
Although our working relationship is ending, please feel free to reach out anytime if I can be of assistance. I would be happy to provide referrals to other providers specializing in [service area] if helpful.
Again, thank you for your business and trust these past [length of time]. Please stay in touch, and don’t hesitate to contact me if any questions come up.
Best regards,
[Your name]
This template acknowledges the concluding contract while expressing gratitude and offering assistance transitioning away from the services.
Subject: Concluding Our Work Together
[Client],
I hope you’ve been pleased with the outcome of [project name] just completed. It was a privilege working with you over the past [length of time].
Now that the project has concluded, I wanted to provide some closure on our working relationship. Please let me know if you need anything further—I'm happy to provide all project files and materials for your records.
Although this particular engagement is ending, I hope we can collaborate again in the future. Please keep me in mind for any [services provided] needs that come up—I would love the opportunity to work together.
In the meantime, please feel free to use me as a reference as you see fit. And don’t hesitate to reach out if any questions arise. I wish you the best of luck!
Gratefully,[Your name]
For project engagements, recap deliverables provided and offer to be a reference to demonstrate professionalism.
Subject: Conclusion of Services
Dear [Client],
I am writing to inform you that as of today, we will no longer be able to provide [outline services] due to [state reason without specifics—changing business needs, new company direction, etc.]
While our working relationship is ending, I want to thank you for your business over the past [length of time]. It was a pleasure serving you, and I wish you the very best.
To facilitate a smooth transition, I’m happy to provide any files, reports, or data you need. Please let me know how I can tie up any loose ends on your end.
Feel free to use me as a reference moving forward if helpful. I will do my best to redirect you to alternative providers specialized in [services] if interested.
I appreciate the opportunity to work together and wish you success in the future. Please reach out with any questions as you transition away from our services.
Regards,
[Your name]
If terminating a problematic account, remain diplomatic about reasoning and facilitate a smooth hand-off.
Subject: Closure of [Company]
Hi [Client],
I hope you are doing well. I'm writing to let you know that unfortunately, [Company] will be permanently closing effective [Date]. This was an extremely difficult business decision, but ultimately a necessary one.
I want to sincerely thank you for your loyalty and trust as a [Company] client over the past [length of time]. It's been an absolute pleasure serving you during my time running this business.
While [Company] will be shuttering, please feel free to use me as a personal reference at any point. I am so grateful for your partnership and wish you nothing but the best.
Now that our working relationship is concluding, please let me know if you need any documents or data for your records. I will do my best to provide helpful information to make this business transition smooth for you.
Although [Company] is closing, please keep in touch personally if I can ever be of assistance with [service area] in the future. I genuinely appreciate your business over the years.
Best of luck and please stay in touch,
[Your name]
[Contact Info]
Notify clients tactfully if your business is closing, offer references, thank them, and redirect if possible.
Schedule a follow-up call 1-2 weeks after sending departure emails to:
This outreach demonstrates commitment to professional closure. Follow-up is crucial for preserving your reputation after client departures.
Email is essential for official notification and next steps. But consider other offboarding touchpoints too:
Sit down in person if possible to explain the situation and hear feedback.
Send a survey asking clients to rate and review your services.
Mail a hand-written thank you card to close relationships on a personal note.
Provide a checklist outlining each step to finalize offboarding.
Send a small gift like a coffee gift card with a hand-written thank you.
These personal touches further preserve rapport after professional relationships end.
Thoughtful client offboarding preserves your reputation while redirecting accounts positively. Implement these strategies for professional relationship closure.