If you`re a freelancer or a contractor, there may come a time when your services are no longer needed by your client. In this case, you`ll need to write an end of contract letter to formally notify your client that you`ll be ending your agreement with them. Here`s how to make an end of contract letter:
1. Start with a clear “subject” line
Make sure the subject line of your letter is clear and specific. It should indicate that this is an end of contract letter and include your client`s name, the project name, and the contract end date.
2. Open with a polite greeting
Address your client by name and use a friendly greeting at the beginning of your letter. This will set a positive tone and create a good first impression.
3. State your intention to terminate the contract
In the first paragraph of your letter, clearly state that you intend to end the contract. Be direct and explicit: use phrases like “I am writing to inform you that I will be terminating our contract on [date].”
4. Explain why you`re ending the contract
If there`s a specific reason why you`re ending the contract, explain it briefly and politely. Be diplomatic and professional in your language. You don`t want to burn bridges with your client, even if you won`t be working together in the future.
5. Offer to help with the transition
In the next paragraph of your letter, offer to assist with the transition to a new contractor or freelancer. You could provide contact information for someone who could take over your role, or offer to consult with your client during the transition period.
6. Thank your client for the opportunity
In the final paragraph of your letter, express gratitude for the opportunity to work with your client. Even if the project didn`t end on a high note, it`s important to acknowledge the experience you gained and the relationship you formed.
7. Close with a polite sign-off
Close your letter with a polite sign-off, such as “Sincerely” or “Best regards.” Add your signature and contact information (email and phone number) below your name.
By following these steps, you`ll be able to write a clear and professional end of contract letter that will help you maintain a positive relationship with your client. Remember to be polite, clear, and professional throughout the letter, and to offer assistance where possible.