Free tool · no signup
Client offboarding email & checklist
Tell us what you're handing over and how you're wrapping up. Get a clear handoff email for the client and a checklist so nothing gets forgotten.
One item per line.
Handoff email
Subject: [project]: final handover Hi [Client], [project] is complete, and it's been a pleasure working on it with you. Here's everything you need to take it from here. WHAT'S BEEN DELIVERED - Final design files (Figma + exported PNG/SVG) - Brand guidelines PDF - Website source code and CMS logins Everything is here: [link to files]. Please download a copy for your own records, as I'll keep the shared folder available for a limited time. ACCESS As part of wrapping up, I'm removing my access to your accounts and tools. I recommend you also change any passwords you shared with me during the project. FINAL INVOICE The final invoice is attached. Ownership of the delivered work transfers to you once it's paid, as set out in our agreement. SUPPORT For the next 30 days, I'll fix any bugs or issues with what I delivered at no charge. After that, new changes or additions can be quoted as a separate piece of work. ONE SMALL FAVOUR If you're happy with the result, would you write a few sentences about working together? It's the main way new clients find me, and I'd really appreciate it. Thank you again for trusting me with this. I'd be glad to help with whatever comes next. Best, [Your name]
Offboarding checklist
[ ] Final files exported, organised and uploaded to a shared folder [ ] Handover email sent with the link and any usage notes [ ] Source files, fonts and licences handed over or documented [ ] Your access to client accounts removed; client told to rotate shared passwords [ ] Final invoice sent, with due date and payment link [ ] Support window end date (30 days) added to your calendar [ ] Testimonial requested (follow up once after a week) [ ] Project notes, time and learnings archived [ ] Follow-up reminder set for 2–3 months to check in about new work
The best offboarding ends with the next project. Offer ongoing support as a retainer, signed from the client's phone with Clinch: start from the monthly retainer template →
Why client offboarding matters
How a project ends is what the client remembers. A clean offboarding hands over every file, closes security loose ends like shared passwords, gets the final invoice paid, and sets clear limits on free support, so you're not fixing things for free six months later. It's also the moment the client is happiest with you: the best time to ask for a testimonial, a referral, or to propose a retainer.
FAQ
What should a client offboarding process include?
Delivering all final files, documenting how to use them, removing your access to their accounts, sending the final invoice, defining the support window, and asking for feedback or a testimonial.
How long should my free support period be?
14–30 days is common for websites and software, just long enough to catch real bugs. State it in writing so it has a clear end.
Should I hand over files before the final invoice is paid?
Many freelancers share previews or low-res versions until payment and transfer ownership on payment. Whatever you choose, put it in the contract.
How do I turn a finished project into ongoing work?
Offer a small monthly retainer for maintenance, updates or ongoing support in the handoff email, and follow up two to three months later.
Turn the next project into a retainer.
Clinch drafts a retainer or project agreement with AI, your client signs from their phone, and payment is requested at signature.
Draft a retainer with Clinch