Client Offboarding Email Sample: How to Part Ways with Grace

As businesses grow and evolve, it is inevitable that some clients will depart. A well-crafted client offboarding email can be crucial in maintaining a positive relationship and leaving a lasting impression. Whether you are bidding farewell to a loyal customer or graciously ending a troublesome client relationship, having a template to work from can save time and ensure your message is professional, clear, and respectful.

Fortunately, finding a client offboarding email sample is easy, and with a quick Google search you’ll find numerous examples to choose from. These samples can serve as inspiration or be tailored to fit your unique circumstances. Taking the time to craft an appropriate message can help minimize any potential negative impact on your business’s reputation in the long run.

In this article, we will explore the dos and don’ts of client offboarding emails and offer examples that you can use or edit to fit your specific needs. We’ll look at why it’s important to have a solid offboarding strategy in place, and provide tips on how to communicate with departing clients in a smooth and professional manner. So, whether you’re a small business owner or part of a larger company, this article aims to help you put your best foot forward when saying goodbye to a client.

The Best Structure for Client Offboarding Email Sample

Offboarding a client is a crucial and often sensitive task for any business. It can be quite tricky to navigate, especially when it comes to crafting an email to inform the client of the termination of the business relationship. However, with a little guidance and the right structure, you can communicate your message effectively while leaving your client satisfied with the experience.

The first and most important element of any client offboarding email is the opening line. This is where you need to set the tone for the conversation and address the reason for the termination of the business relationship. Begin with a line that expresses empathy and acknowledges the difficulty of the situation. This may sound like a cliché, but it serves as a great way to connect with the client and give them the assurance that they are indeed valued. For example, you might say, “We understand that it can be difficult when our business relationships come to an end, and we want to make sure we handle it with the utmost care and respect.”

The next element is the main body of the email. This is where you’ll outline the specific details of the termination. Be direct and clear in outlining the steps you have taken to ensure a smooth offboarding process for the client. Here is where you’ll address the commitments you’ve made, such as outstanding invoices and deliverables, and how you will fulfill them. You may also want to offer additional resources or solutions that could be helpful for the client in the aftermath of the relationship’s end.

It’s also essential to express gratitude for the business relationship and to communicate hope for any future possibilities. This can be achieved through a closing statement that reiterates appreciation for the time spent together, expresses sincere apologies for the ending, and offers a hopeful note for any possible future collaborations.

Lastly, remember to be professional in your tone and language. Keep the email brief, to-the-point, and free of any emotionality that might be misconstrued or perceived negatively. It is always best to follow up with a phone call or in-person appointment to answer any further questions the client may have and ensure everything has been resolved.

With these essential elements in mind, your client offboarding email can be an effective tool to ensure a smooth transition and maintain relationships even as they come to an end.

7 Client Offboarding Email Samples for Different Reasons

Account Inactivity

Dear [Client Name],

We hope this email finds you well. We have noticed that there has been no activity in your account for the past few months, and we would like to confirm whether you would still like to retain your account with us or not. If you don’t have any plans to use our services in the future, kindly let us know, and we’ll deactivate your account.

We appreciate your time with us, and we hope that if there’s anything we can do to assist you further, please let us know. Thank you for being our valued customer.

Best regards,

The [Company Name] Team

Pricing Disputes

Dear [Client Name],

We hope you’re doing well. We appreciate your business over the past few months, but we realize that our pricing might not be the right fit for your current budget. While we value your patronage, we also understand that sometimes, prices can be a major concern. Therefore, we are recommending that you try a different service that may better fit your budget.

We understand this can be a tough decision, but we want you to know that we support your decision, and we’re always here to help you whenever you need us. If you have any concerns or queries, please let us know. Thank you for entrusting your business to us.

Warm regards,

The [Company Name] Team

Service Cancellation

Dear [Client Name],

We’ve been proud to have you as our client for the past [number] months. However, we received your notification of service cancellation effective the end of the month. We’re sorry to see you go, but we understand that it’s important to choose services that align with your evolving business needs.

Please note that our support team will always be available to answer any questions you might have or to provide guidance as needed. We appreciate the time you spent with us and wish you the very best in your future endeavors.

Thank you for choosing us as your service provider.


The [Company Name] Team

Unresponsive Communication

Dear [Client Name],

We hope this email finds you well. We have noticed that our attempts to contact you have gone unanswered. We understand that your busy schedule might have contributed to this, but in order to maintain the quality of our services, we require active communication between us.

We’d love to know if there are any specific issues or concerns that may have arisen. We hope that we can discuss these issues together and reach an amicable conclusion. If we don’t hear back from you within [number] days, we’ll have no choice but to assume you’re no longer interested in our services.

We value your business and the trust you’ve placed in us. Thank you for your understanding.

Best regards,

The [Company Name] Team

Service Changes

Dear [Client Name],

We hope this email finds you well. Due to certain internal changes, we regret to inform you that we are making certain adjustments to our services. Unfortunately, these changes may not be in line with your current business needs, and we regret any inconveniences you might face as a result.

We understand that a shift in services can be tough, but we want to assure you that we’re always dedicated to serving your best interests. If you have any questions or concerns about these changes, please don’t hesitate to reach out to us. We remain committed to providing you with the best possible service available.

Thank you for choosing [Company Name].

Best regards,

The [Company Name] Team

Your Alternative Options

Dear [Client Name],

We hope you’re doing well. We understand that there comes a time when a client needs to seek out alternative options that better align with their needs. Therefore, we’d like to recommend a few services that may be better suited to your current requirements.

Please note, this email is solely intended for your consideration, and we’re not pushing you to replace your current service. We’re simply presenting you with a few options to help make your search for services easier. We value your time with us and hope that we can continue supporting you through your business journey, regardless of the outcome.

Warm regards,

The [Company Name] Team

Unexpected Circumstances

Dear [Client Name],

We hope you’re doing well. We’re sending you this email to inform you that, due to unexpected circumstances, we’re unable to continue providing our services any longer. We want to emphasize that this decision did not come easy, and we understand that this can be a challenging time for you.

We want to reassure you that we will do everything we can to support you during this transitionary period. We’re here to discuss any concerns you might have, and we’ll help make this process as smooth as possible for you. We appreciate your time with us and the trust you’ve placed in us throughout your business journey.

Thank you, and take care.

Best regards,

The [Company Name] Team

Tips for Writing a Client Offboarding Email

Offboarding a client can be a challenging process, but it’s essential to ensure a smooth and professional transition between you and your client. Writing an effective client offboarding email is critical to maintaining a positive rapport with your clients and leaving them with a lasting positive impression. Here are some helpful tips for writing a client offboarding email:

  • Start with a friendly greeting: Start off your email with a warm greeting to show your client that you appreciate them and their time. You could start with a sentence like “Hi [client name], I hope you’re doing well” to show that you care about them.
  • Be transparent: Be transparent about why you’re offboarding your client. Whether the reason is due to unsatisfactory results or the project is completed, be clear and concise in your explanation. Remember that your client deserves to know why you’re ending the relationship.
  • Show appreciation: It’s essential to show your client that you appreciate the business and trust they have placed in you. Take the time to thank your client for their patronage, highlight the successes, and accomplishments you’ve achieved together while also expressing your apologies for not being able to continue the partnership.
  • Offer assistance: Be sure to offer your client assistance in transitioning to a new service provider or team. You could provide them with recommendations for other professionals they could work with, or even refer them to a colleague. This gesture shows that you genuinely care about their success and want to ensure the transition is as smooth as possible.
  • Provide a timeline: When providing the closing date, provide a timeline of when the remaining work will be completed, when you’ll be available for any questions, and when the final product will be available. This act of transparency allows your client to prepare for any potential delays or adjust their schedule accordingly
  • Maintain professionalism: Lastly, always maintain a professional tone throughout your email and leave the door open for future collaboration. Even if things didn’t work out this time, it’s essential to keep the lines of communication and relationship open for possible future projects and opportunities.

These tips will help you write a client offboarding email that is professional, transparent, and caring. Remember, offboarding doesn’t mean the relationship is over forever, and you wish your client well in their future endeavors.

Frequently Asked Questions about Client Offboarding Email Sample

What is a client offboarding email?

A client offboarding email is a type of communication that you send to a client when you are ending your working relationship with them. It is a professional and respectful way to inform them that your services are no longer available to them.

Why is a client offboarding email important?

A client offboarding email is important for several reasons. Firstly, it provides closure to the client, which can help them to move on from the relationship. Secondly, it is a professional way to end the relationship, which can help to avoid any misunderstandings or hurt feelings.

What should I include in a client offboarding email?

In a client offboarding email, you should include a brief explanation of why you are ending the relationship, along with any relevant details such as the date the relationship will end. You should also thank the client for their business and offer any assistance you can in helping them transition to a new service provider.

When is the best time to send a client offboarding email?

The best time to send a client offboarding email will depend on your specific situation. In general, it is best to send the email as soon as possible after you have made the decision to end the relationship, but also consider the client’s schedule and availability so they can process the information better.

Can a client offboarding email lead to negative feedback or reviews?

It is possible that a client offboarding email could lead to negative feedback or reviews, especially if the client did not expect the relationship to end. However, by being professional and respectful in your communication, you can minimize the chances of this happening.

Should I offer the client a chance to provide feedback?

Yes, it is a good idea to offer the client a chance to provide feedback in your email. This can help to show that you value their opinion and may help to prevent negative feedback or reviews.

Do I need to provide a reason for ending the relationship in my email?

While it is not strictly necessary to provide a reason for ending the relationship in your email, it can be helpful. This can help to provide closure to the client and may prevent them from feeling that they did something wrong.

How should I word my email to the client?

Your email should be professional, respectful, and concise. Start by thanking the client for their business, then explain that you have made the decision to end the relationship. Provide any relevant details, such as the date the relationship will end, and offer your assistance in helping them transition to a new service provider. End the email with a final thank you and well wishes for the client’s future endeavors.

Is it necessary to follow up with the client after sending the offboarding email?

It is not necessary to follow up with the client after sending the offboarding email, but you may want to consider doing so. This can help to show that you are still invested in their success and may help to maintain a positive relationship with them in the future.

Thanks for Reading and Goodbye for Now!

And that’s it for our client offboarding email sample. We hope this article has been helpful in providing you with some ideas on how to say goodbye to your clients in a professional and respectful way. Remember, even though you may be ending your business relationship with them, it’s important to leave a positive lasting impression. Thanks for reading, and be sure to come back for more industry news, tips, and resources. Take care and talk to you soon!