Ending a professional relationship or partnership is never an easy task. However, sometimes circumstances arise that necessitate the need to write a breakup email. Whether it’s terminating a service, discontinuing a collaboration, or severing ties with a client, approaching the situation with empathy, clarity, and professionalism is essential. In this article, we will explore effective strategies for writing a breakup email that communicates your intentions respectfully and minimizes any potential negative impact.
Table of Contents
How to Write a Breakup Template ?
1. Start with Empathy and Gratitude
Begin your breakup email by expressing empathy and acknowledging the relationship or collaboration you had with the recipient. Recognize the value they brought to the partnership or the positive aspects of their contribution. Showing appreciation helps soften the blow and demonstrates that you genuinely value their involvement.
Example:
Dear [Recipient’s Name],
I hope this email finds you well. I wanted to express my sincere appreciation for the partnership we have had over the past [duration]. Your commitment, dedication, and expertise have been invaluable to our collective success.
2. Be Clear and Direct
It is crucial to be clear and concise in your breakup email. State your intentions and reasons for ending the relationship without leaving room for misinterpretation. Ambiguity or beating around the bush may lead to confusion or unnecessary prolongation of the situation.
Example:
After careful consideration and evaluation of our current circumstances, I regret to inform you that we have made the difficult decision to terminate our collaboration/contract/service with [Recipient’s Company Name].
3. Provide a Reason (If Appropriate)
If feasible and appropriate, provide a brief explanation for the breakup. This can help the recipient understand the underlying factors leading to the decision and avoid any misconceptions. However, it is essential to maintain a professional tone and avoid personal attacks or negative language.
Example:
Due to recent shifts in our business strategy/industry dynamics/budget constraints, we have had to reassess our partnerships and make difficult choices to align with our new objectives.
4. Offer Assistance or Alternatives
In some cases, it may be appropriate to offer assistance or suggest alternatives to mitigate the impact of the breakup. This gesture shows goodwill and demonstrates that you are willing to support them through the transition.
Example:
We are committed to ensuring a smooth transition during this period. If there is any assistance we can provide or recommendations we can offer to help facilitate the transition, please let us know, and we will be glad to assist you in any way we can.
5. End on a Positive Note
Conclude your breakup email on a positive and professional note. Express well wishes for their future endeavors and maintain a cordial tone. This helps preserve relationships, leaving room for potential future collaborations or partnerships.
Example:
We genuinely appreciate the time and effort you have invested in our collaboration, and we wish you continued success in all your future endeavors. Should there be any opportunity for future partnerships that align with our objectives, we will gladly explore them with you.
Subjects for “Break-Up Email”
In the subject line of your email make sure you’re straightforward and to the point. Being a little direct occasionally is fine. Never be scared to show how much you respect your own time. If you don’t know what to write in the subject section of your Break-Up email then you can use any one of the following:
- Thank You From {Brand}
- Goodbye from {Brand}
- I guess this is goodbye?
- Should I stay or should I go?
- Are you still interested in {their goal}?
- Permission to close your file?
- Time to part ways
- Final follow up
- I didn’t hear back from you
- It’s not you. It’s me.
- Before I go…
1. Breaking Up with Client Email
Dear {Name},
I’ve reached out to you a few times over the past six months about {your value proposition}, but haven’t been able to get a hold of you. I understand that you may be busy, and I hate to bother you further if this is of no interest at all.
If anything changes, feel free to get back in touch and we can schedule a call.
Thanks,
Yours Sincerely,
{Sender Details}
2. Respond Email to a Lost Deal
Dear {Name},
Our team is grateful that {company name} considered our deal. We trust that the success we've seen so far will only continue. It was with great pleasure we were given insight into your business and industry and trust that we will find opportunities to work with one another in the future.
We remain the leader in the {industry} and wanted to let you know you can contact us anytime you need a second opinion or direction in the matters of {service, product, industry}. We would be glad to remain in contact and if you are available let's connect in a few months to see how things are going. We want to ensure all companies being served by our industry are properly represented and taken care of.
Thanks
Yours Sincerely,
{Sender Details}
3. Funny Break-Up Email
Dear {Name},
This isn’t something I’m proud of, but I’ll confess nevertheless.
The emails I keep sending you; they remind me of my first date!
My first date was with Niki and – you guessed it – I was stood up on that date! Yeah, like I waited for nearly an hour at Zoomies’, the great deli by my highschool, and she never turned up 🙁
And when you don’t respond to my emails, all those memories come back to haunt me.
Any chance we can catch up on a 15-minute call later this week? Or is it goodbye for now?
Thanks
Yours Sincerely,
{Sender Details}
PS: Despite that, I still think Niki is the nicest person I’ve known – we’ve been married for 12 years now!
4. Vendor Break-Up Email
Dear {Name},
Apologies if my level of persistence has become annoying.
I recently spoke with you about how we can help you with {your value proposition}, and at that time it seemed as if we fit your needs. Since then, however, my attempts to reach you have failed. Would you let me know if this is still an opportunity you are interested in?
If I don’t hear back from you by end of the day on Friday, I will assume you would like me to close the file on this opportunity for now. If that is the case, I completely understand and hope that we may be of service to you in the future.
Thanks
Kind Regards,
{Sender Details}
5. Therapist Break-Up Email
Dear {Name},
We have been working together for {Number of years} now, and I greatly appreciate your time, efforts, and how you’ve supported me on this journey to getting better.
Thanks to you, I have new goals/greatly improved my self-reflecting skills, and I’ve decided that I’d like to keep the forward momentum going. I am curious to see if another therapist/type of therapy can help me progress even further.
This experience has been a huge step for me, but I need to try a new approach/find someone with a similar history that I click with better/take more sessions that your busy schedule doesn’t seem to allow for.
Perhaps you know of and can refer me to someone who can help.
Thank you so much again for everything.
Kind Regards,
{Sender Details}
6. Sales Break-Up Email
Dear {Name},
I thought we were like two peas in a pod, but I totally get it. The timing just isn’t right for us, or {your product/service} isn’t a priority at the moment.
If it ever makes sense to reconnect, shoot me an email.
Kind Regards,
{Sender Details}
7. Proposal Break-Up Email
Dear {Name},
I hope you’re well. I’ve tried to connect several times to discuss our proposal but I haven’t heard back from you, so I’m guessing the timing isn’t right, or you’ve gone in a different direction.
If you’re still interested, do let me know. If not, I’ll stop reaching out and wish you all the best with {their objective}. My contact information is below if anything changes for you.
Kind Regards,
{Sender Details}
{Your Information Details}
Examples of Keywords Used in Email-
- Name – Naveen
- Sender Details – Naveen
- CEO Emailformatsample.com
- Date/Time – 15 October 2021
Tips for writing “Break-Up Email“
- Keep it brief and to the point
Your prospect will not read an essay explaining why you are ending your relationship with them if they are unwilling to take the time to react.
- Tell them once more how valuable you are
They might remember why they need you if you emphasise their problem and your solution.
- Be professional
Avoid sounding resentful or accusing. Do let them know how long you’ve been trying to reach out, but keep a level head and be encouraging. Put your best self forward because this is your last chance to win them over.
- Add value by
Add a useful resource to keep them busy until they are prepared to speak. You only want to help; there are no harsh emotions here.
- Ask them what you want
You won’t be following up any longer, and the initiative is now in their hands.
Conclusion
Writing a breakup email is undoubtedly challenging, but it is a necessary part of managing professional relationships. By approaching the situation with empathy, clarity, and professionalism, you can navigate these difficult conversations with grace and integrity. Remember, effective communication and maintaining a respectful tone are key to preserving relationships and leaving the door open for potential future collaborations.
