thinkhard.SI

Prompt repository Small business

End a working relationship with a client politely

A client relationship is no longer working, and you need to end it clearly and professionally, with a clean handover of what is left.

Registry no.
SMB-028
Collection
Small business
Laid out for
Any chat model
Score
10 out of 10
Blanks to fill
8
Added

Small businessAny chat

The prompt

Score 10 of 10, Excellent

Use it when A client relationship is no longer working, and you need to end it clearly and professionally, with a clean handover of what is left.

  • {{client}}
  • {{background}}
  • {{agreement_terms}}
  • {{today}}
  • {{end_plan}}
  • {{money}}
  • {{handover}}
  • {{referral}}
Full prompt and why it works
Prompt
Write a message ending our working relationship with {{client}}, for me to send. It should make clear that the decision is final, be professional enough that neither side's reputation suffers, and be practical about the remaining work, files and payments.

Background, for your understanding only (not to repeat in the message): {{background}}

What we agreed in writing about ending the work (notice period, final invoice, ownership of files), quoted:
"""
{{agreement_terms}}
"""

Today's date: {{today}}
End date, and what I will finish before then: {{end_plan}}
Money owed in either direction: {{money}}
What I will hand over, and how (files, logins, notes): {{handover}}
Someone I could refer them to, if I want to offer one: {{referral}}

Write:
1. The message, 120 to 220 words, in this order: the decision and the end date in the first two sentences, one neutral sentence on why (for example "Our ways of working are no longer a good fit, and I don't think I can give you the service you need."), what I will finish, the handover, the final invoice or refund, the referral if I have given one, and a courteous close.
2. A short checklist for me: notice dates, items to hand over, access to remove, and the final invoice, using only the facts above.

Rules:
- Do not list complaints, assign blame, or repeat anything from the background, even if it is true. A neutral reason is enough, and it gives the client nothing to argue with.
- Do not promise refunds, extra work or deadlines I have not stated.
- Follow the notice terms in our agreement. If my end date does not meet the notice period, use the earliest date that does, counted from today, and flag the difference to me above the draft.
- If my handover plan and the agreement differ, for example the agreement ties ownership of files to payment, ask me rather than choosing.

If our agreement is silent on something the message has to cover, such as who owns unfinished files, leave it out of the message and list it as a question for me, with a suggestion to check with a lawyer if the contract is large or disputed.

Variables

{{client}}
The client's name or company.
{{background}}
Why you are ending it, for your own context only, for example "late payments and constant scope changes".
{{agreement_terms}}
The ending, notice, payment and ownership terms from your contract or proposal, quoted, or "nothing in writing".
{{today}}
Today's date.
{{end_plan}}
Your last working day for them and what you will complete, for example "finish the March newsletter, stop on March 31".
{{money}}
Unpaid invoices, prepaid work to refund, or "nothing outstanding".
{{handover}}
What they will receive and how, for example "all design files via a shared folder; transfer the domain login".
{{referral}}
A person or firm you are happy to recommend, or "none".

Why it works

  • What to avoid. The background is for context only and never appears in the message, so a frustrated owner's reasons cannot turn into a list of complaints.
  • An example. One example of a neutral reason shows the tone that ends things without giving the client anything to argue with.
  • If unsure. If your end date breaks the notice period, the draft uses the first date that meets it and tells you; if the handover clashes with the contract, it asks.

How to use it

  1. Press Fill in variables and type your details into each blank. What you type stays in this browser.
  2. Copy the filled prompt into the AI tool you already use, such as ChatGPT, Claude or Gemini, or open it in the Grader or the Prompt Tester here.
  3. Before you rely on it, try it on three or four real examples. The Prompt Tester runs them all at once and shows which ones go wrong.
Use it from code

Get this prompt as JSON from the free REST API, with your own text in the blanks, or let an AI assistant fetch it through the MCP server. No key.

curl -s https://thinkhard.si/api/v1/prompts/end-client-relationship

With the MCP server added to Claude, ChatGPT, Cursor or VS Code, call get_prompt with {"prompt": "end-client-relationship"}, or just ask for it by name.