Farewells are inevitable in the world of business. Whether it’s transitioning to a new career or as a result of corporate restructuring, it’s always advisable to bid farewell to clients especially when you’re in a client-facing role.
To make the process of drafting these emails easier, we’ve put together some templates that you can simply modify for the purpose. We’ve also included some tips to help you draft these emails.
Tips For Writing Effective Farewell Emails To Clients
Let’s take a look at certain things to keep in mind when writing farewell emails to your clients.
Professional Tone
Maintain a professional tone in your email communication with clients. Irrespective of your personal relationship with the client, you should always maintain a professional tone.
Avoid the use of emojis, slang, and other casual forms of language. That said, being overly formal can also backfire on you.
Avoid “Dear Sir” which isn’t personal and overly formal. Using a client’s name makes the service more human in many ways as it shows that you care enough to remember their name.
It also shows the client that they are more than a number or goal and that you care enough to address them as an individual. You can use something like “Hi Chris” or “Chris”.
Express Gratitude
Express genuine gratitude for the client’s business and the opportunity to work together and also make sure that you’re specific about what you appreciate about your time working with them.
Clear Reasons
No need to beat around the bush. Make sure that your email clearly states the reason for your departure. If you’re being moved to another position due to corporate restructuring, make sure you’re transparent with them.
Depending on how long you may have worked with the clients, some of them may still want to keep a personal relationship with you outside the workplace.
Highlight Achievements
Mention key achievements or milestones you’ve reached together as a way to reflect on the positive aspects of your collaboration.
Assure Them Of A Smooth Transition
If applicable, assure the client that they will be in good hands with your successor or an alternate contact person, providing their contact information and offering to facilitate the transition in any way possible.
Offer Continued Support
Let the client know that you are still available to assist with any immediate concerns or questions they may have during the transition period by sharing your personal or alternate contact information.
Look to the Future
Expressing hope for future collaborations or interactions, if appropriate, while leaving the door open for reconnecting in the future.
Provide Contact Information
If you’re comfortable with it, share your personal contact information (e.g., LinkedIn profile or personal email) to stay in touch.
Timing
Send your farewell email well in advance of your departure or the change in the business relationship, giving the client time to process the information and ask any questions they may have.
You’ll probably want to do this shortly after submitting your resignation to the company, once you’ve determined the details of the transition.
Follow Up
After sending the initial farewell email, consider following up a few weeks or months later to check in and see how they are doing. This is important as it can help maintain the relationship.
Customize Each Email
If you’re saying goodbye to multiple clients, take the time to personalize each email to reflect the specific nature of your relationship with each client.
Email Length
Keep your emails short to ensure that clients can read through and understand the content easily. We all use mobile devices and receive email notifications in real time.
Chances are, your client will be opening the email on their phones and would simply skip longer emails for later. It’s recommended that you keep emails short and concise.
Proofread
Let’s face it, an email filled with grammatical errors doesn’t scream credible to anyone. And no one would want to do business with someone who can’t make the time to correct errors in a simple email.
It’s advisable to proofread your emails before you send them as spelling and grammar errors can make you appear unprofessional and avoid any damage to your credibility.
You can leverage tools like Grammarly to help you identify simple errors in your email. Keep in mind that this tool isn’t perfect, so it’s advisable to double-check any changes it may suggest.
Subject Line
While subject lines may not present every bit of information in your email, it helps clients determine the contents of an email.
Make sure your email includes a subject line that presents its general purpose to the client even before they open it.
The client may simply skip to other pressing emails if they don’t see a subject line or easily understand the intent of your subject line.
A typical example is:
Saying Goodbye
Farewell and Thank You
Saying Goodbye and Thank You
Signature
Your email should include a formal signature. This may include your full name, company name, and job role.
Example:
Best regards,
{{Full Name}}
Sample Goodbye Emails To Clients
Template 1: A Simple Farewell
Email Subject
Farewell and Thank You
Body
Hi {{Client’s First Name}},
I hope this finds you well. After {{Duration}} of working together, I wanted to let you know that I'll be moving on to new opportunities starting {{Last working day}}. I want to express my sincere gratitude for the trust and collaboration we've shared during our time together. It's been a pleasure working with you and your team and I believe our professional paths will cross again in the future. Please feel free to reach out to me at [personal email] if you ever need assistance or have any questions. Until then, I wish you and your company continued success.
Thank you once again for your support.
Warm regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}Template 2: Transitioning And New Contact Person
Email Subject
Transition Announcement
Body
Hi {{Client’s First Name}},
I hope this finds you in good health. It is with mixed emotions that I write to inform you that I will be transitioning out of my current role as {{Current role}} effective {{Last working day}}.
Rest assured, your project will be in capable hands. {{New contact's name}} will be taking over and ensuring a seamless transition. You can reach them at {{New contact's details/email}} for any ongoing needs.
I have truly enjoyed working with you and witnessing your company's growth. Please don't hesitate to reach out if you need any information or assistance during this transition.
Thank you for your trust and collaboration over the years.
Best regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}Template 3: Leaving The Company
Email Subject
Saying Goodbye and Thank You
Body
Hi {{Client’s First Name}},
I hope this email finds you well. It is with mixed emotions that I write to inform you that my time at {{Company Name}} has come to an end. I wanted to take a moment to express my sincere gratitude for the opportunity to work with you and your team.
Working with you has been a truly rewarding experience, and I have learnt a great deal from our collaboration. I have enjoyed every moment of our partnership and I’m proud of the work we've accomplished together.
While I will miss working with you, I am confident that {{Company Name}} will continue to provide you with exceptional {{What service they receive}}. Please do not hesitate to reach out to {{Alternate contact person's name}} at {{Alternate contact person's email}} for any assistance you may need in the future.
Once again, thank you for your trust and support, and I wish you and your team continued success and prosperity.
Warm regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}Template 4: Short Farewell
Email Subject
Saying Goodbye
Body
Hi {{Client’s First Name}},
I hope this email finds you well. I am writing to let you know that I will be leaving {{Company name}} as of {{Last working day}}. It has been a pleasure serving you, and I want to express my gratitude for your trust and collaboration.
Going forward, {{New contact person}} will be handling your {{What they will be doing for the client}}. You can reach out to them at {{New contact person’s contact/email}} for any assistance you may need in the future.
Thank you for your trust and support, and I wish you and your team continued success and prosperity.
Best regards,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}Template 5: Gratitude and New Contact Information
Email Subject
Saying Goodbye and Thank You
Body
Hi {{Client’s First Name}},
I trust this finds you well. I am reaching out to let you know my last day with {{Company name}} will be {{Last working day}}. {{Reason you’re leaving}}. I want to extend my heartfelt gratitude for the partnership we've enjoyed. It's been an incredible journey working with you, and I've learnt a great deal from our collaboration.
In my absence, please direct any inquiries or requests to {{New contact person}} at {{New contact person’s contact/email}}. They will be more than happy to assist you moving forward.
Should you wish to stay in touch or connect professionally, please don't hesitate to reach out to me at {{Personal email}}. I look forward to our paths crossing again in the future.
Wishing you all the best,
{{Your Full Name}}
{{Phone Number}}
{{Email Address}}
