Free web design client offboarding email template (PDF and Word).
Ending a client relationship goes better with one honest sentence, two dates and a number. This template gives you the exit email, the final invoice and the handover, without blame.
Free, no email needed. 5 pages, in English. Updated .
What is inside the template
8 sections, in the order you use them, each with short guidance you delete before sending.
Before you send: four checks
Have you named the problem once in writing, is this client underpriced, can you hand over what the client has paid for, and what does your agreement say about ending early?
The exit email
One honest sentence about fit, your last day, the handover day and the final invoice number, amount, due date and link.
The final invoice wording
A worked example of hours worked less the deposit already paid, with a line for the invoice.
The quiet-client version
The same email with one change: a date to reply by, then the project closes.
Three replies for push-back
Short answers to “Please stay”, “At least finish one more thing” and “I’m angry”.
The handover list
Where things stand, design files and exports, the client’s own logo, photos and text, logins and access, and what is still owed.
Checklist before you send
Seven checks, from naming the problem in writing to reading your agreement’s section on ending early and replying once to push-back.
Sending the final invoice
A note on putting the payment link and the due date in the email itself.
Plus a filled-in example
A fictional studio stops a dental website after 31 of 50 hours, having named the problem in writing first. It sends the exit email on a Monday, works out a final invoice of hours worked less the deposit, answers “Please stay” and sends a handover note. Every number is invented.
How to use it
- Download the PDF to read it, or the Word file to edit it. The Word file also opens in Google Docs and Pages.
- Run the four checks, including whether the client is underpriced, and read your agreement’s section on ending early before you write anything.
- Fill in the exit email with your last day, the handover day and the final invoice, and put the pay link in the email, not an attachment.
- Keep doing the promised work until your last day, reply once to push-back, then send the handover list.
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Questions about the template
Is the web design client offboarding email template free?
Yes. Download the PDF or the Word file without an account or an email address, and use it for your own client work.
What should I check before ending a client relationship?
Check that you have named the problem once in writing, whether this client is underpriced (a higher rate on the next job is worth trying first), that you can hand over what the client has paid for, and what your agreement says about ending early. If the problem is an unpaid invoice, send the payment reminders first.
What if the client has gone quiet?
Send the same email with a date to reply by. If you hear back by then, you can pick the work up. If not, you close the project and send the files and final invoice on the date you gave.
Is this template legal advice?
No. It is general information. What your agreement says about ending early, unfinished work and handing over files differs by contract and by place, so have your terms checked where you work.