How to Write a Letter to Fire a Client
Ending a business-client relationship is often difficult to do without causing acrimony. One of the best ways to handle the difficult situation is to fire your client through a formal, well-crafted letter. This document should clearly state you are terminating your working association with the client. It should be a civil note and tactful in tone. Learn how to write a letter which will effectively call an end to your working relationship and point your former client in a new direction for his business needs.
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Instructions
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Address the client formally by courtesy title and last name. For example, begin your letter with "Dear Mrs. White." Put the date in the upper right corner of your letter.
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Get to the point right away. For instance, write that you need to inform your client you will no longer be working with him. Give a brief explanation of the reasons. You do not need to go into extreme detail. For example, you could reveal you no longer have the resources to perform the job your client deserves.
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Express your appreciation for your client's business. Though you are "firing" this client it is good to acknowledge that you profited, at least at one time, from the association.
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Suggest another individual or business that might be able to handle the client's future needs in your stead. If possible, give information the client can use to get in touch with your referral. Of course, you need to give a heads-up to anyone you consider recommending, especially if the client has been hard to please in the past.
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Conclude your letter by wishing the client all the best in his future prospects. This makes it clear that you will be moving on from this relationship and he should do so as well.
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Tips & Warnings
Make a copy of the letter for your files. It is also good to have a hard copy of all your correspondence in case of future questions or issues.
Also, according to experienced writer and editor, Robert S. Warren, you should immediately send out the last invoice to the client. You want as clean a break as possible with no outstanding balances or disputes.
It is fine to cite a business dispute if this is the reason for dissolving the relationship but not mention any personal issues that might have played a part.
Maintain a professional tone in your correspondence. Be brief, firm but polite in addressing the situation.
Never send a generic form letter to a client. The lack of personalization is offensive to someone you have worked with, no matter what problems have occurred.
References
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