When you decide to resign, it's essential to let your clients know ahead of time. Many consider it standard practice and good etiquette, especially when ending long-term client relationships. By allowing for a transition period, you can also:. Additionally, if you're planning to get a new job in the same industry, your former clients may be interested in working with you at another company, offering you a job, working with you in a freelance capacity or providing you with client referrals.
You can follow these steps to let your clients know you're moving on:. Some companies have a specific protocol about letting clients know that a point of contact is leaving, so it's crucial to check with your manager to confirm that you understand the process. For example, your manager may act as an intermediary by notifying a client that you're leaving and introducing your successor.
In comparison, if your new position is with a competitor, your company may allow you to contact the client but request that you refrain from discussing your new job.
Once you've confirmed your company's standard practices, you can ask your manager how the transition process works. While you can let your clients know that you're moving on in a business letter, most modern companies prefer email. Start your email with a clear and appropriate subject line, such as:.
After you greet your client, briefly announce that you're resigning and let them know the last day you plan to handle their account.
You can determine what style of language to use based on the relationship you developed with the client and the nature of your company. If your client relationship was casual and friendly, your client might appreciate a friendly tone. In contrast, if your contact with the client was formal and reserved, they may prefer an email written in a traditional business format. An ideal time to let them know about your resignation is after you give your two weeks' notice and understand the details of the transition process.
This way, you can answer any questions your client may have and allow your company time to begin searching for your successor. You can introduce your replacement to your former client by providing a name, contact information and a recommendation. For example, you might assure them that your successor is highly capable of managing the account, has excellent client-facing skills and has extensive experience in the industry. For a seamless transition, consider letting your replacement take over the account slowly while the client gets used to working with a new person.
You can also offer to answer any questions or support the new employee as they go through training. If the company is still in the process of hiring your successor, you can introduce a coworker as a point of contact in the company until your replacement takes the role. In the next paragraph of your email, emphasize the ways you enjoyed working with your clients. Depending on the type of client, you might:. Including these details in your email can help demonstrate that the client relationship was meaningful to you and ensure your former client receives a positive message.
Related: 20 Ways To Build Rapport. Clients you have developed a friendly professional relationship with may want to know why you resigned. While it's not mandatory to include this information, it can show transparency, help smooth the transition process and maintain your former clients as a viable part of your professional network. To avoid any conflict of interest obstacles with your current company, consider leaving out in-depth details about your new job, such as the name of the company, and focus instead on positive changes, such as how your new position may affect your personal life.
Let the recipient know the reason why you are writing. Mention your day of departure from the company. For each letter, add something personal like a memory of a great time you shared or a goal you successfully achieved together. Cite relevant information such as an expected change in a role or the person who is going to replace you.
You might want to mention briefly what you will be doing next. If you are leaving due to a bad situation, refrain from making negative comments. End by saying goodbye. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support.
They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc.
Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related. Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. Work will not be the same without you answering extension Hey, are there any openings at your new company? Keep me posted. Thank you for your letter of April 5.
I want you to know that we are very excited about your success and know that you have worked hard to earn it. At your request, I will no longer hold your position open here at Doe Corporation. However, I would like nothing better than to have you return to Springfield to work with us in completing our product. Please keep us informed of your progress. On a personal level, I have very much enjoyed getting to know you. Your excellent mind, fine work ethic, and your integrity will serve you well throughout your life.
Open with mention of the reader's departure, acknowledging the reason, if known and if positive. Let the reader know how you feel. Mention specific benefits of your association with the reader and wish him or her good luck. English Letters. Spanish Letters. Write Your Letter Step-by-Step 1 Open with mention of the reader's departure, acknowledging the reason, if known and if positive.
When I heard you were leaving I couldn't believe my ears. But I do hope you have found something a little closer to home. Heaven knows 85 miles one-way is a miserable commute. Congratulations on your new assignment in Springfield! This department will miss you very much. Word on the street says you are shoving off and will be at the helm of your own ship. I was overjoyed to hear your good news! I know how long you have been waiting for a position like this to open up. We are all saddened to see you go.
Your contributions to this department these past four years have been priceless. I hope your time with Doe has been as rewarding as it has been challenging. It is no secret that I wish you were staying with us. I know you will carry your respected managerial style into your new career with Doe Associates. I just wish they weren't our competitor.
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