How to Professionally and Mindfully Fire a Problem Client

Whether you’re an entrepreneur, freelancer, or the CEO of a company, firing a problematic client is not easy.

Some clear signs make it evident that the client you are working with is challenging and not worth the stress. Broken communication, unrealistic demands, late payments, and lack of professionalism/boundaries are some of the telltale signs.

Ending the relationship that too on a positive note is challenging just like it’s challenging to pick the right performance appraisal methods for your organization. Have no fear, check this no-fuss guide to fire a problem client:

The Don’ts to Keep in Mind

Here’s what you are NOT supposed to do:

• Even though it’s the client’s fault, don’t blame them explicitly. Instead, push the blame somewhere else.
• Never fire them without completing their project. If you can’t do that, at least give them handouts on how to complete the task. You can also train your replacement.
• Don’t get into discussions about your decision. You owe no unnecessary explanation.
• Don’t fire them over text or email. It’s best to meet them in person or have a video call.

Tips To Fire a Client the Professional Way

Now let’s have a look at the actual steps to let go of a problematic client: 

Know When It’s Time to Move On

Sometimes, you can’t fire a problematic client even if you badly want to. It happens so when they are your only high-paying client. But if you can financially survive without a problematic client, it’s a good idea to move. You Can Also Check How to Say Shut Up in Spanish.

Signs you should let them go include unanswered messages. Walking up in the middle of the night fretting about the client. All of this could be affecting your mental health.

Don’t drown yourself in the worry about how you would replace the income if that client is lost. If you are finding yourself bitching about the situation with your friends or family, it’s time to let them go. Life is too short to work with people who stress you out. Part ways with them and start your hunt to find better-paying clients.

Prepare the Excuse

Okay, the next big task is to prepare the excuse. Some people just don’t leave you that easily. They may try to negotiate. Since you have made up your mind, you need to give a solid reason.

Here are some examples:

• We are increasing our fee
• We are experiencing a conflict of interest with another client
• We are taking a new strategic direction.

Do It Mindfully

Never let go of a client from a place of anger. You may have frustrations but voicing them emotionally doesn’t always help. Some clients are just not ready to hear the points you are trying to make. It’s best not to point the finger. Just say that you have got to move on.

You would have to develop some thick skin when having that “you are fired” conversation. Remember one thing, it’s not your job to teach a client how to treat others better. The only thing you can do is set boundaries around how you allow others to treat you!

Professionally, you must give notice a month in advance. Firing a client mindfully is also about finding a better work balance. Don’t bring emotions into the client’s conversation. Keep things professional.

Suggest Your Replacement

You can always recommend another freelancer or business to take over. This isn’t mandatory but there is no harm in helping a client look for another agency even if they frustrate you.

Outline the Specifics

Make sure you provide some details before leaving. Such as:

• The date you would be officially done
• What pending work are you most likely to finish?
• What work you won’t finish?
• Your expectations in terms of the final payment

Have these in written and send them over via email after having a phone call or a meet-up just to make sure everyone’s on the same page. Writing a formal client termination letter is important just so you have proof that this conversation occurred. Although you might never need it, it’s smart to have everything documented.

You are now ready to have the conversation.

Prepare to Answer Some Questions

Much like a real-life breakup, client and agency breakup is never simpler like “thanks for letting us know. Wish you all the best.”  After receiving a thoughtful message from you, the client might ask some questions. You need to be prepared to answer them promptly.

What if the client is aggressive and they request you to stick around? In that case, you this script:

“Thanks for your feedback but our decision is final. As mentioned earlier, here is a list of what to expect….”

Learn and Improve

Parting ways can be cringe-worthy but enlightening at the same time. There must be some valuable lessons you can extract from it.

It’s not always easy to identify problematic or high-maintenance clients right from the first conversation. However, it is worth figuring out if there are any takeaways from this experience. Perhaps, it may have made you realize that you are better off working with small businesses.

Hold onto this valuable information, improve the business process, keep growing and learning.