Reasons to End a Client Relationship
Sometimes a client relationship needs to end — whether because of scheduling conflicts, a mismatch in expectations, repeated boundary issues, or simply because your business is moving in a different direction. Whatever the reason, ending things deliberately and professionally tends to go better than letting a relationship fade out awkwardly.
If the relationship has been difficult — for example, around repeated boundary issues or situations covered in our guide on when to say no to a client — an offboarding letter can also be the cleanest way to formally close things out after other approaches haven't worked.
How Much Notice to Give
| Situation | Typical Approach |
|---|---|
| Business capacity / scheduling change | A couple of weeks' notice, giving the client time to find another walker |
| Long-term client relationship ending | More notice is often appreciated, given the history |
| Serious policy violation | Shorter notice may be appropriate, depending on the situation and your service agreement |
| Mutual or amicable wind-down | Notice can often be flexible and discussed directly with the client |
If your service agreement specifies a notice period for ending service, that's your starting point — it sets a shared expectation from the beginning of the relationship.
Sample Offboarding Letters
I wanted to reach out personally to let you know that I'll be wrapping up dog walking services for [Dog] as of [date]. This is due to [brief reason — e.g., "changes to my schedule" or "adjustments to my client capacity"], and isn't a reflection of [Dog] or your account.
I'll make sure everything is wrapped up cleanly before [date], including [returning your key / finalizing your last invoice / any other relevant items]. Thank you for trusting me with [Dog]'s care — it's been a pleasure getting to know [him/her/them].
Please let me know if you have any questions, and I'm happy to help with anything during this transition.
After some thought, I've decided that [date] will be my last day providing walks for [Dog]. I think it's best for both of us if you're able to find a walker whose schedule and approach are a closer fit going forward.
I'll make sure to wrap up any outstanding items — including [keys/notes/final invoice] — by [date]. Thanks for the time we've worked together, and I wish you and [Dog] all the best.
You don't need to share every detail. A short, honest reason is enough. Keeping the explanation brief reduces the chance of a drawn-out back-and-forth, while still being respectful.
Keys, Notes, and Records
Offboarding is also a practical wrap-up moment. A short checklist helps make sure nothing gets missed:
- Return any physical keys, and confirm if access codes need to be changed (see our guide to managing keys and lockboxes for more detail)
- Send a final invoice or confirm any outstanding balance is settled
- Update your own client records to mark the client as inactive
- Remove any recurring schedule entries for the client going forward
If you're comfortable doing so, offering a referral to another walker can be a thoughtful way to close things out — though this is entirely optional.
Handling Client Reactions
Most clients will take an offboarding letter in stride, especially with reasonable notice. Occasionally a client may ask for more detail or push back on the timeline. How you respond is your call — some walkers are willing to discuss a short extension for practical reasons (like helping a client find a replacement walker), while others prefer to hold firm on the original date.
Stay matter-of-fact if a client reacts emotionally. A calm, brief response that restates the timeline and wraps things up professionally is usually the best path, even if the client is disappointed.
Keeping Records Tidy After Offboarding
Once a client relationship ends, cleaning up your records — schedules, notes, billing — keeps your day-to-day operations clear and avoids confusion down the line.
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