How to Fire a Client

Difficulty: Moderately Challenging

Instructions

Things You'll Need:

Unwavering professionalism
Determination

Step 1

It's relatively easy to terminate a business relationship with someone when you have already completed a job for them. If you complete the job satisfactorily and they don't contact you again, fantastic! You don't need to deal with them anymore, and there's no need to take further action. If they contact you again because they wish to do repeat business, you may politely tell them that you have too many other clients at the moment, and you don't think that you have the resources to devote enough time/money/attention to their project. Then, you can refer them to another reputable business. With any luck, they will develop a good relationship with the other business and leave you alone.
Step 2

If you decide, in the middle of a project, that the customer is terrible, think carefully before terminating them. If you are bound by a contract, you will probably have to refund any money already paid to you. You certainly won't be getting any referrals from them. And, you may face litigation! No one wants to be sued.
Step 3

If you decide to terminate a client, the best way to do it is in writing. A letter, sent via the good old USPS, is best. Email would be the second choice, followed by a phone call. The last thing you want is to have a face to face meeting. Why? It's easier to choose your words carefully if you put them on paper. You can make as many drafts as necessary to ensure professionalism at all times, and a hard copy outlining the reason for terminating the relationship can be useful if the client decides, for whatever reason, to sue you. Email, while faster, is a less traditional approach and, because of the fast delivery, can make it more likely that you will get in a "flame war" with the client. Phone and face to face meetings also allow things to become very heated, very quickly, and that's the last thing you want.
Step 4

Choose your words carefully. The letter should be written in a standard business letter format, beginning with "Dear Mr./Ms./Mrs...." Don't be accusing, snide, or inflammatory at all. Do not use profanity under any circumstances. Be apologetic. "Unfortunately, I am unable to complete the project" or "I regret to inform you that we will no longer be working together."
Step 5

Clearly explain the reason you are no longer willing to work for them, but be tactful. If the client is needy and annoying, calling you every five minutes, or showing up at your home, unannounced, say "It's important to me that you receive the attention you deserve. Because of my other obligations, I just don't think I can devote enough time to your project." If the client intimidated and swore at your receptionist, say "It's important that my employees feel safe and respected while at work. While I understand your frustration with the situation the other day, our company policy dictates that we cancel further interactions with any client who behaves disrespectfully to our staff."
Step 6

If the client is being fired for a number of reasons, it's not necessary to list them all. This will only embarrass and/or anger them. Mention 2-3 of the worst problems, and leave it at that.
Step 7

If it was the client who breached your contract, by, for example, failing to pay on time, bouncing a check, or missing meetings, by all means PUT IT IN THE LETTER. This will keep them in check in the event they want to try to take you to court.
Step 8

Be honest. Don't say that you're going out of business, or that you're moving, or that you have a terminal illness and won't be around long enough to finish their project. Why? Because if you do, you'll see them around town later, and they'll be embarrassed or angry. If they find out you lied, they might tell other people about it, and you'll look like an unprofessional tool. If they think you're going out of business, they won't refer people to you. Even if you HATE the client, if you've done a good job, there's a good chance they don't hate you. They might even send you new customers who aren't so bad. You don't want to jeopardize that chance.
Step 9

End respectfully. Wish them luck in their future endeavors, even if you would prefer that they take a long walk off a short pier.
Step 10

SPELL CHECK LIKE CRAZY. It's very important that your grammar and spelling look totally professional. This isn't some silly letter to your sister, it's business correspondence and should be treated as such. Have someone else check it over (the receptionist who got yelled at, perhaps?) to make sure you didn't type "impotent" when you meant to say "important," or "fart" when you meant to say "part." Spell check is a great tool, but it doesn't catch all mistakes!
Step 11

If the customer responds, be firm. Don't go back on your decision (there is, after all, a reason you want to be done with this person!) Re-iterate your original statement, and, even if they have insulted your business, or you, personally, don't respond in kind. It's a lot easier to bad-mouth a free lancer who calls you a obnoxious kook than to admit your contract was terminated because you changed your mind fifteen times and then refused to move a deadline. Make it difficult for them to say bad things about you or your work.