Raise your hand if you have the best clients ever and you’ve never encountered a client you no longer wanted to work with…
Okay, now let’s be realistic here.
If you’ve been in this industry long enough, you’ve definitely had a run in—or a few—with difficult clients. It comes with the territory. Every coaching client isn’t a match and that’s okay but there needs to be a system in place to help you deal with this issue.
This is why it’s so important to learn how to let a client know when their time with you has come to an end. We’ll get into the details, but first let’s discuss why you may need to fire a coaching client.
Reasons Why Coaches Fire Their Clients
It would be a dream come true to only book perfect clients but that’s not the world we live in. In your efforts to grow your business, you will encounter clients who aren’t the best fit for your practice. In some cases, you may even begin working with these clients.
But how do you identify these clients and determine whether you should cut ties?
Let’s discuss a few red flags below.
Helping a client falls out of your scope of support.
In some cases, firing a client has nothing to do with you or the client. As much as you would like to provide a service to a client, it’s best to refer them to another professional if their needs exceed your skill set.
This could happen if a coaching client needs specific mental health support, medical guidance, or has an issue that requires a different type of professional intervention. Being honest about your limitations protects both you and your client.
The client is rude, excessively demanding, or doesn’t respect you or your practice.
Just because you’re a service provider doesn’t mean you have to subject yourself to poor treatment from clients. When a client repeatedly demonstrates rude or disrespectful behavior, makes unreasonable demands, or fails to acknowledge professional boundaries, it creates a toxic coaching relationship.
A few red flags could include things like:
- constant last-minute cancellations
- inappropriate communication
- dismissive attitudes toward your expertise and time
This behavior not only affects your wellbeing but also compromises the effectiveness of the coaching process.
The client isn’t prompt with payments or refuses to pay at all.
The financial integrity of your practice is fundamental to your ability to provide your services. When clients refuse to make payments on time, dispute fees, or refuse to pay for services rendered, it creates unnecessary stress and affects your ability to run your business effectively.
Having clear payment policies and professionally enforcing them is essential for maintaining a healthy coaching practice.
The client isn’t motivated or seems disinterested in the coaching experience.
As a coach, you can only help those who want to be helped. Clients seek out coaching because they’ve committed to a desired change. Your clients should be eager to attend sessions and want to do the work required of them.
If a client is displaying a lack of interest in their transformation journey, this could mean they are not ready for coaching or that they need a different form of coaching.
Remember, a successful coaching relationship requires engagement and commitment from both parties.
Tips for Professionally Firing a Coaching Client + Letter Template
Understanding the reasons why you may need to cut ties with a client is only one half of the battle.
What do you do once you’ve decided you want to end your coaching relationship?
Here are a few tips for firing a client professionally. We’ve even included a sample letter to use.
Tip #1: Never ghost the client.
Keep an open line of communication until the matter is resolved. Even if the client is in the wrong, you should still uphold your part of the agreement.
Leaving a client hanging shows that you aren’t the professional you promised you’d be. You never want to display any behavior that could be perceived negatively, no matter the reason. At all times, uphold your integrity.
Tip #2: Review the contract and gather documentation
When it comes to firing a client you need to identify which parts of the contract the client breached. You will also need documentation to back up your claims.
Ensure that you have a termination clause in your coaching agreement, and follow the parameters defined in the agreement. When in doubt, seek professional legal advice to help you.
Tip #3: Write your client a formal service termination letter
The termination letter serves as an official record of the end of your professional relationship. You can opt to send via email or certified mail, but ensure you follow what you have defined in your coaching agreement termination clause. If the client does not acknowledge receipt of an email, follow up to ensure they’ve received it and that they understand that you have terminated the coaching relationship.
You should display a professional tone throughout the letter, and stick to stating the facts. Avoid using emotional language or making accusations. Instead, focus on documenting the objective reasons for termination based on your contract terms.
For example, instead of writing “you’ve been consistently difficult to work with,” state “there have been three documented instances of missed appointments without proper notice, as outlined in section 4.2 of our coaching agreement.”
If your contract requires a notice period, ensure you clearly state these dates and any remaining obligations on either side. End the letter on a professional note, wishing them success in their future endeavors while maintaining firm boundaries about the conclusion of your professional relationship.
Coaching Service Termination Letter Template
This professional template helps you navigate one of coaching's toughest moments—ending a client relationship. Simply customize the bracketed sections with your details and use it to communicate clearly and respectfully. All you need to do is make it your own!
Every Client Isn’t “The One” and That’s Okay
Ending a business relationship isn’t always easy, but it’s necessary to make room for committed clients for a thriving practice. Booking bad clients will happen from time to time. As long as you focus on remaining professional, cutting your losses will get easier with time.
Use the experience to inform future client engagements. What went wrong, and when did you notice it? Were there signs in the initial discovery calls that you perhaps didn’t give enough attention? Did this experience give you insights into particular demographics you would rather not serve?
Every client that doesn’t work out is feedback, not failure. It’s an opportunity to refine your coaching practice for future success.
Remember, the clients who are for you and your practice will respect your agreement, your time, and your expertise.
