Ending a client project is a big deal, and how you say goodbye matters. A well-crafted offboarding email is your chance to leave a lasting, positive impression and wrap things up professionally.
Using a template gives you a solid framework for this final step. It helps ensure you can confidently cover all the necessary points without the stress of starting from scratch.
Your client is busy. Get right to it. Clearly state that the project is complete and cover the essential wrap-up details: where to find final deliverables, the status of the last invoice, and what to expect as you transition out.
A genuine thank you goes a long way. Instead of a generic sign-off, mention a specific highlight from your collaboration. Acknowledging a positive moment makes your appreciation feel authentic and memorable.
Leave no room for confusion. Give your client a clear roadmap for what happens after your final email. This includes instructions for accessing files, who to contact for future support, and any other details they'll need to feel confident on their own.
Asking for feedback shows you respect their perspective and are committed to your craft. You can link to a simple form or just ask them to reply with their thoughts. It’s a simple way to gain valuable insight and strengthen the relationship.
<template>
Subject: Wrapping up [Project Name] & your feedback
Hi [Client Name],
It was a pleasure to partner with you on [Project Name]. All final deliverables are now complete and have been uploaded for you. You can access everything here: [Link to Final Deliverables].
As we close out this project, your feedback would be very helpful. Hearing about your experience helps us refine our process. If you have a moment, we’d appreciate it if you could share your thoughts on our collaboration. You can either reply directly to this email or use our short feedback form: [Link to Feedback Form].
Thank you again for the opportunity. We wish you the best with the launch and look forward to seeing your success.
All the best,
[Your Name]
[Your Title]
[Your Company]
</template>
<template>
Subject: Confirmation of your service termination
Hi [Client Name],
This email confirms that your request to terminate your [Service Name] subscription has been processed. Your service will be officially terminated effective [Date of Termination].
Your account will remain accessible until the end of your current billing period on [End of Billing Cycle Date]. We recommend exporting any data you need before then. After this date, you will no longer be charged, and access to the service will be discontinued.
Thank you for being our customer. We hope we can partner with you again in the future.
Best,
[Your Name]
[Your Title]
[Your Company]
</template>
<template>
Subject: Your [Company Name] account has been closed
Hi [Client Name],
This email is to confirm that your account with [Company Name] has been successfully closed, effective immediately.
All of your data, including [list of data, e.g., email lists, workflows, and analytics], has been permanently deleted from our servers. Please be aware that this action is irreversible.
You will not receive any further charges from us. We're sorry to see you go, but we appreciate the time you spent with us. If you ever decide to come back, we'd be happy to help you get started again.
Best regards,
[Your Name]
[Your Title]
[Your Company]
</template>
<template>
Subject: Helping your team with the transition from [Project Name]
Hi [Client Name],
As we wrap up [Project Name], our goal is to ensure your team feels fully equipped to take things from here. We want this transition to be as smooth as possible for you.
To help with that, we'd like to offer some hands-on assistance. We can schedule a [Number]-hour session to walk your team through the final deliverables, answer any questions, and provide a brief training on how to manage the new systems. This offer is available for the next [Number] weeks.
If this sounds helpful, just reply to this email with a few times that work for you, and we'll get it on the calendar. We've also prepared a handover document that you can access here: [Link to Handover Document].
We've enjoyed working with you and are here to make sure you have a successful handoff.
All the best,
[Your Name]
[Your Title]
[Your Company]
</template>
<template>
Subject: Final Invoice for [Project Name]
Hi [Client Name],
With [Project Name] now complete, we’re sending over the final invoice to close out our engagement. It was a pleasure collaborating with you.
Attached is invoice [Invoice Number] for the amount of [Amount Due], with payment due on [Due Date]. You can complete the payment securely here: [Link to Payment Portal or Instructions].
We appreciate your prompt payment. Thank you again for the partnership.
Best,
[Your Name]
[Your Title]
[Your Company]
</template>
Now that you have these five client offboarding email templates, Flodesk provides the tools to put them into action. We offer intuitive email marketing for small businesses, helping you grow your list and monetize it without any coding or design experience. Our platform is built to help you create, send, and automate emails that engage your audience and support your business goals.
Flodesk is trusted by a community of over 100,000 businesses, from beginners to experts, who want to send well-designed, high-converting emails in a straightforward way. With an intuitive email builder, powerful automations, and beautiful forms, we give you everything you need for effective email marketing, minus the complexity.
A thoughtful offboarding email solidifies your client relationships and maintains your professional reputation. Using these templates helps you communicate clearly and consistently every time.
Now you have the framework to end projects well. Put these templates to work and start sending well-designed emails with Flodesk.
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