Termination of Services Letter
How to use: Pick the version that matches your situation. Send by email; for non-payment terminations, also send by postal mail. Check your agreement's notice period first and make your end date respect it.
Version 1 — Clean wrap-up (project complete or mutual end)
Subject: Wrapping up our engagement — [Your Company]
Hi [Name],
With [project name] delivered, our engagement under the agreement dated [Date] will conclude on [End Date].
Before then I'll complete the handoff below. It's been a pleasure working with you, and I'd be glad to help again — my current availability for new projects starts [timeframe].
Handoff checklist:
- [ ] Final files delivered to [location]
- [ ] Logins and accounts transferred to [name/email]
- [ ] Final invoice [#] sent (due [date])
- [ ] [Domain/hosting/tool] billing moved to your card
- [ ] [30-day warranty / support window] runs through [date]
Thanks again, [Your Name]
Version 2 — Termination for non-payment
Subject: Notice of termination — agreement dated [Date]
Dear [Name],
Under section [X] of our agreement dated [Date], I am terminating the agreement effective [End Date — respect your notice period], because invoice [#] for $[Amount] remains unpaid [X] days past its due date despite reminders on [dates].
As of today:
- All work is paused and will not resume.
- The outstanding balance of $[Amount] remains due, and interest continues to accrue at [rate] per our agreement.
- Per section [X] of our agreement, deliverables and licenses transfer only on full payment.
If full payment arrives by [date], I'm open to discussing whether and how work could resume. Otherwise, I will pursue collection as described in my earlier notices.
[Your Name] [Your Company] · [Phone] · [Email]
Version 3 — Ending a relationship that isn't working
Subject: Concluding our engagement — [Your Company]
Hi [Name],
After careful thought, I've decided to conclude our engagement. Per the [X]-day notice period in our agreement dated [Date], my last day will be [End Date].
Between now and then I will: [finish current sprint / deliver work in progress / prepare handoff documentation]. My final invoice will cover work through the end date.
To make the transition smooth, I've prepared a handoff package including [files, credentials, documentation], and I'm happy to do a handoff call with whoever picks this up next.
Thank you for the work we've done together.
[Your Name]
Tip: you don't owe a detailed explanation. "My business is moving in a different direction" is enough. Never put anything in a termination letter you wouldn't want read aloud in court.
The full editable template is included in the kit
Plus a signature block, fill-in fields, and notes on what to keep or delete.