How to fire a client.
Overview
Firing a client is never easy and the process can be awkward and uncomfortable. The reasons to end a client relationship vary considerably. Cut & paste the phrases that best fit your situation.
Hi <Client>,
I regret to inform you that I won’t be able to work with you as of <insert date.>
I’ve decided to shift the focus of my business going forward.
I believe this is the best course of action for me to take in my business.
[Optional phrasing]
This wasn’t an easy decision, but I’ve decided to end our working relationship after careful deliberation. As of <date>, I will no longer be working on our project.
[Optional phrasing]
I don’t think we should continue to work together.
Unfortunately, it’s become clear we’re not a good match.
[Optional phrasing]
I don’t think we should continue to work together. Unfortunately, it’s become clear we’re not a good match.
To finalize our work together, here is a list of steps we need to take:
<list action steps>
<list action steps>
<list action steps>
[Optional phrasing]
In the meantime, to complete our work together, I will hand over the following deliverables.
<list deliverable>
<list deliverable>
<list deliverable>
I’d be happy to connect you with other professionals who might be better suited to your needs and expectations.
No hard feelings. I wish you all the best in your future endeavors.
<You>
Short, Direct For Personal Reasons:
Hi <client>,
It’s been a pleasure working with you; however, due to personal reasons as of <date> I’ll no longer be able to provide you with my services.
This in no way reflects negatively on you.
I’ve enjoyed our working relationship, but I must focus on other priorities. To finalize our work together, here’s a list of steps we need to take:
<list action steps>
<list action steps>
<list action steps>
I’ll do all I can to make the transition easy and straightforward.
To avoid disruption, I can recommend a colleague who can meet your needs.
If you would like me to make an introduction, I’d be happy to do so.
<You>
The client has violated your agreement/contract:
Hello <client>,
This email is to notify you that we will no longer be working together, as the contract we agreed to and signed on <contract date signed> has now been breached.
Our original agreement stated the following, and these terms have been violated:
<list each reason contract/agreement has been violated>
I can no longer hold space for this project, and I will be moving on to other projects.
I wish you the best in your future business.
[Optional phrasing]
No refund will be issued for services rendered to this point, but you have full ownership of the content I have produced for you to date.
Should you need future edits, you will need to seek another provider.
[Optional phrasing]
I’d also be happy to connect you with other professionals who might be better suited to your needs and expectations.
<You>
Reiterating your position after the client wants to negotiate your leaving:
Hello <client>,
I understand your concern and I would kindly ask that you respect my decision.
I feel it’s in both our interests if we part ways.
This decision may be slightly disruptive in the short term, but it will benefit us both in the long run.
I wish you all the best in your future endeavors.
<You>
Notes & Strategy
Be firm, direct and decisive.
Ensure your phrasing leaves no room for interpretation or negotiation.
Detail any “exit steps” making it clear what needs to be done for both parties to move on.
Initiate break up with an email so you have a written record of the account.
Follow up with a phone conversation if necessary
If a client wants to negotiate a reconciliation, have a script ready to say “no” firmly
Clients you should consider firing:
They don’t respect your boundaries—too many emails, phone calls, and demands on your time
They don’t pay on time or always slow to pay
They haggle with you on rates—wanting a discount and/or don’t want to pay your current, higher rate
Rude, hostile or put you down.
Don’t respect your work or your expertise.