Client Offboarding Email Templates: How To Write & Examples

client offboarding email

Frequently Asked Questions

How to write a client offboarding email?
Need to write a client offboarding email? Here are 3 simple steps to get started:

1. Gather the information you need to know.

Before you write anything, you need to know who or what you're writing about. The more specific you are, the more personalized you can make your content.

Here's our suggestions for writing a client offboarding email:

Client's name: [name of client]
Client's company: [name of client's company]
Reason for ending relationship: [e.g. contract ended, client is moving on, etc.]
Company name: [name of company sending email]

2. Determine the structure of your output.

The structure of your content is just as important as the content itself. The structure of your content is how you're going to arrange the information in the content to make it easier for the readers to read and understand.

Address the reader
Thank them for their business
Make them feel that their business was appreciated
Explain why the relationship is ending
Wish them well with future endeavors and invite them to return in the future
Sign off

3. Write the content or use Copy.ai to help you get started. Once you have your structure down, you can start writing the content.
3 Examples of a client offboarding email
Example:

Hi [name of client],

I wanted to reach out to you today to thank you for your business, and to let you know that we are no longer able to continue our relationship. We've enjoyed working with you, and we hope that you've enjoyed working with us.

We are sad to see you go, but we understand that your needs may have changed, and we wish you all the best in your future endeavors with [name of company]. We hope that you will consider returning to our company in the future, should your needs change again.

Please let me know if there's anything else I can do for you—I'd be happy to help!

Best,

[name of sender]


Example:

Hi [client's name],

Thanks so much for your business. We're sad to see you go, but we're confident that your future endeavors will be successful.

We really appreciate the opportunity to work with you. We hope you'll consider us again for future projects!

Best wishes,

[Company name]


Example:

Dear [client's name],

Thank you for your business and for working with us these past [number of months/years]. We truly appreciate all that you've done for us and are proud to have been a part of your journey.

Unfortunately, our contract has ended and we have decided to move on to new challenges. Thank you again for your business and we hope that you'll keep us in mind if you need any help in the future.

Sincerely, [company name]
Why should you write a client offboarding email?
1. When a client leaves your company, it's important to send an email to officially end the relationship. This is called a client offboarding email.

2. There are a few reasons why you would want to write a client offboarding email. First, it's a courtesy to the client. Second, it helps to prevent any misunderstandings about the end of the relationship. And third, it gives you a chance to ask for feedback.

3. When writing a client offboarding email, be sure to be polite and professional. Thank the client for their business, and let them know that you're available if they have any questions. Finally, ask for feedback so you can improve your business.
Who needs to write a client offboarding email?
-A freelancer who is no longer working with a client
-A consultant who is no longer working with a client
-A web designer who is no longer working with a client
-A web developer who is no longer working with a client
-A graphic designer who is no longer working with a client
-A copywriter who is no longer working with a client
-A virtual assistant who is no longer working with a client
-A social media manager who is no longer working with a client
-An SEO specialist who is no longer working with a client
-A project manager who is no longer working with a client
Where can I learn more about copywriting?
Check out our blog!

You can learn how to write a blog post or even see examples of good Instagram captions.

If you're looking to start a business, you can discover side hustle ideas (or small business ideas), learn how to create your personal brand, create a content marketing plan, and even how to sell Notion templates!

How it works

Screenshot of Copy.ai feature
1
Enter what you need to write
Choose from emails, social posts, long-form blog posts, and more!
2
Give Copy.ai a bit of context
Enter a few sentences about your project/campaign.
Screenshot of Copy.ai feature
3
Sift through the results
Our AI content generator gives you multiple options for each campaign that you’re working on.
4
Edit, polish, and publish
Use Copy.ai’s editor to rewrite paragraphs and polish up sentences. Then, just copy and paste the work wherever you need it.

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