A farewell letter to a client who is leaving is a letter written by a company or account representative when a client is leaving the company. These letters are professional communications that wish the client well in their future endeavors. Clients leave for many reasons, but the most important thing is for any professional company to keep the door of communication open for them.
If you work for a job that handles accounts, you know how hard it can be to lose a client. Clients may come and go for many reasons, but, in most cases, clients leave with the professional door open. When this happens, it is essential to communicate and wish them well in a professional manner. These letters, or farewell letter to a client who is leaving, are perfect professional communications that detail your want for them to succeed in their future endeavors.
Things to Keep In Mind
When you are writing a farewell letter to a client, there are a few important things to keep in mind:
- This is a Professional Communication: No matter how well you may have known the client, it is important that you keep your tone professional.
- Don’t Take it Personally: Clients leave for a variety of reasons and, usually, they have nothing to do with the account representative or because of their personal feelings. Normally, it is a money-based decision or because their higher-ups have made a new deal with another company. You should not feel as if this is a personal slight.
- Keep the Door Open For Them to Return: Things change quickly in the business world. You could have this client come back to you in a matter of weeks. Make sure that you leave the door open so that they can come back to your company in case they ever do.
What to Include
When writing a farewell letter, there are a few things that you need to make sure to include:
- Your Contact Information: Even though you will no longer be representing them, it is always good to let a former client know they can contact you.
- The Last Date You Will Be Representing Them: This is important so that they do not mistakenly reach out to you for assistance when they have an agreement with another firm.
- Acknowledge the Professional Relationship As Positive: Even if you don’t feel that you and the client were on good terms, keep the letter’s tone positive so that you do not leave any bad blood between your company and the client or client company.
Farewell Letter to a Client Who Is Leaving (Format)
(Your Name)
1234 Any St.
San Francisco, CA 12345
(Today’s Date)
(Name of The Client)
(Business Name)
5678 New Town St
New York, NY 67859
Dear (Client Name):
I wanted to express my deep sadness that you will be leaving our company. I have enjoyed working as your account representative for the past (amount of time). Our time together has been a pleasant experience for me!
As a courtesy, I would like to remind you that the last day I will be your representative for ( what you assist the client with) is on ( date). After that date, our company will no longer represent you as their client.
I want to wish you luck in all of your future endeavors.
Sincerely,
(signature)
(your name)
(your title)
Sample Farewell Letter to a Client Who Is Leaving
Trisha Lynn
2400 Fleet St
Connorsville, IN 46230
04/05/2039
Tyler Tripton
ConnectED Mobility
2500 London Court
Jacksonville, FL 12345
Dear Mr. Tripton:
I wanted to express my deepest gratitude for your business with Corvus during the past four years. During my time as your client representative, I have enjoyed getting to work with you and your team. Thank you for utilizing us for your communication needs. Our time together has helped me to grow within the company.
I wanted to take a moment to remind you that my last day as your representative will be 04/14/2039. After this time, your communications needs will be transferred to your new chosen outlet and our company will no longer be able to assist you.
I wish you all the best in your future endeavors and I hope that you have success in your new partnership.
Sincerely,
Trisha Lynn
Client Services Representative
Farewell Letter to a Client (Word Template)
Conclusion
When you are writing a letter to a client that is leaving, it can be intimidating, especially if you aren’t sure what to say. Keeping a professional demeanor and making sure to keep the door open for any potential for them to return to your company. Using sample letters and templates can help you put your best foot forward and make sure that you remain as diplomatic in the situation as possible.