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How to "Fire" a Client Without Burning Bridges

“Firing” a client is a right of passage for new business owners. It’s scary, it’s uncomfortable, and many times it’s entirely necessary. But no matter how badly you want out of your contract, it’s always best to end things on a positive note. You never know when that client might refer someone to you or leave a glowing review! Here’s how to “fire” a client without burning any bridges.


Signs It’s Time to “Fire” Your Client


Not sure whether or not it’s time to cut ties? Here are a few signs.


They don’t respect your boundaries.


Scope creep is very, very real. Some clients will ask you to do work outside of your contract, contact you outside of your business hours, pay invoices late… It gets exhausting! I always recommend having an honest conversation about boundaries before dropping a client altogether. But if you’ve had that conversation and the client is still not getting the idea, it’s time to fire them.


The relationship is not mutually beneficial.


Even if you enjoy the work you’re doing with this client, your relationship might not be mutually beneficial. Maybe they can’t afford your rates. Maybe the work you’re doing isn’t what they need right now. Whatever the reason, it’s totally fair to end a contract if either party isn’t seeing the benefits.


You don’t feel aligned with them.


As your business grows and evolves, the types of clients you serve will, too. Whether you’re shifting your services or you no longer align with this client’s niche, there’s nothing wrong with letting them go if you feel unaligned. In the end, you’ll be doing them a favor! They’ll get to find a new service provider who is aligned with their mission and their needs.


How to “Fire” a Client Without Burning Bridges


STEP 1: Consult your contract.


Your contract should include a line about cancellation. (If it doesn’t, add it!) Before you communicate your exit with your client, make sure you’re abiding by the rules you set in the contract. Not only are you legally bound to fulfill your contract, but it’s also important for your reputation as a business owner.


Use your contract to create a timeline for your exit. If the contract requires two weeks’ notice, determine what you’ll complete in the next two weeks. If you still owe your client deliverables, figure out how much time you need to complete them. This will prepare you for your conversation with the client.


STEP 2: Communicate clearly in writing.


I’ve heard business coaches say that you have to have the “firing” conversation face-to-face, but let’s be real. This isn’t a breakup, it’s a business conversation! While it might seem nicer to chat over Zoom, you need this conversation in writing. You’ve got two options:

  1. Go straight to email, announce your exit, and outline your next steps.

  2. Talk to the client over Zoom, and then immediately follow up with an email reiterating what you discussed on the call.

Basically, treat it like giving notice at a traditional job. You can have a one-on-one conversation with your client if you’d like, but what’s most important is that you create a paper trail as proof that you’ve communicated your exit.


No matter which option you choose, remember that this isn’t the time for brutal honesty. I know it’s tempting to tell it like it is, especially if you’ve been dealing with a particularly difficult client. But that serves no one, and the goal here is to maintain a professional relationship.

Here’s an example of an email from a copywriter to their client:


Hello Jessica,


I hope your week is going well. I’m writing to let you know that I’ll be ending our contract on September 1, 2022. While I’ve loved working with you these past six months, I’ve decided to make a shift in my business, and this unfortunately requires that I prioritize other projects.


That being said, I want to make sure you’re all set up before I go! Here’s what I’ll be working on:

  • Completing the four blog posts I promised for the month of August.

  • Scheduling the next eight marketing emails, which are already written.

  • Organizing and duplicating all of our working files so you can save them in your records.

Like I said, working with you has been great, and I hope our paths cross again in the future! If you have any questions or want to hop on a quick Zoom call, I’m just an email away.


Thank you,

Ashley


This email provides the end date, the next steps, and some kind words to keep things civil and professional. That’s all you really need!


STEP 3: Offer alternative solutions.


It can be especially hard to leave a client in the middle of a project. Even if you don’t love the client, you don’t want to leave them high and dry. In this case, provide them with a few alternative solutions.

  • Recommend another contractor. This is a great time to refer to your friends! Don’t send them a toxic client, of course. But just because this client isn’t a good fit for your business doesn't mean they can’t make magic with someone else.

  • Share your professional opinion. Sometimes, you’ll have to drop a client because they just aren’t ready for the work you offer. In this case, don’t be afraid to kindly share your opinion. You might say something like, “While I know you hired me for social media marketing, I believe your marketing budget would be better spent on web design right now, and I want you to get your money’s worth.” This is constructive for the client and makes them feel like you truly care.

  • Be flexible with your end date. If you do like this client but still need to end your contract, you can always discuss a later end date. This will give you both time to tie up loose ends and reach a solid stopping point in your project.

Remember that you are under no obligation to do this. It’s a kindness, but it can go a long way in preserving your professional relationships.


STEP 4: End on a good note.


When you finally complete your contracted work, send your client a few kind words. Let them know that you’ve enjoyed working with them (even if that’s not entirely true), and wish them the very best in their future endeavors. You never know when you might cross paths with them again, so keep your final conversations positive and professional.


What to Do If Things Go South


If you’re in business long enough, you’ll inevitably run across a client who doesn’t take the “firing” conversation very well. It happens, and it often has nothing to do with you. More likely, they’re feeling insecure in their own situation.


Depending on how the client reacts, you have a few options for how to respond:

  • If they’re sad, kill ‘em with kindness. “I understand that this is an inconvenience for you, and I am truly sorry. I want to make sure you’re prepared before my exit. What can I do in the next two weeks to make your life easier and set you up for success?”

  • If they’re snippy, stand firm and reiterate your boundaries. “I understand this is an inconvenience for you, but unfortunately, I need to make this shift in my business. My last day will be August 20, 2022, and I will complete the following before I go…”

  • If they’re abusive or cruel, cut all ties. “I understand that this is an inconvenience for you, but I do not tolerate abuse. I will be ending our contract, effective immediately, and you will receive a prorated refund for the final two weeks of our contract. Take care.”

You’re in charge of your business, and you don’t have to take crap from anybody! Don’t be afraid to set strong boundaries and stick up for yourself. Trust me, if you communicate clearly and professionally, most clients will react accordingly!


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