Client Farewell Letter
A Client Farewell Letter is a polite letter of farewell written to inform your client that you are terminating your business contract with them. Mostly, the letter is preceded by a polite telephonic conversation informing the client of the detailed reasons for the termination. However, for those who would want to avoid an uncomfortable situation over the phone, a letter is the best way. This formal letter is to have three distinct parts, namely an introduction, the main body and a conclusion.
In the introduction of the letter, remember to greet your client. Be polite in your letter and be grateful for the customer as well for having involved themselves in a contract with you. These parts could be included in the main body of the letter. It is entirely up to you to decide whether to divulge the reason for termination. It will certainly contribute to a smoother understanding with the client if you do so. Make your letter short and brief.
The following is a sample of a client farewell letter
Greetings from ABC productions!
It is with a heavy heart that I intent to inform you that ABC Productions is at this moment terminating our three-year contract with you. I know the news might come as a surprise to you, but such measures are prudent and necessary at the moment. I, John Thomas, is resigning from the post of manager of ABC productions within two weeks.
The reason for these sudden change of events is extremely unfortunate. After a long drawn out legal battle, Mr. Cherian Philip has lost custody of the company he started and nurtured. The new management has decided that there is no longer any need to keep the old company employees employed. To create a fresh environment, the new management has decided to recruit as well as modify the terms of contract with existing clients. They have asked me to inform you that the current three-year contract with which our company is bounded is officially coming to a close.
I couldn’t say for sure whether the new management would decide to renew this contract or not. It is entirely up to them. The current owner of the company might start a new production company in the next year. If that is the case, then I am sure the company would look forward to a social contract with you. I take this moment to extend to you my gratitude for being an excellent and valuable client with us.