Maybe it was a one time project, maybe they are all set and don’t need our service for the time being, or maybe they were expecting something a little different. That's OK, we can wish them well and let’s take care of a couple items while we wrap things up.

🔷 if the termination was done via email, save the email in the client file and make note of the date of request. If it was verbal, same process, note the file with the conversation and date.

🔷 if there was a flat fee subscription assigned, let’s make sure that is turned off based upon the agreed upon termination date. If you need help in deactivating a subscription, please request **[here]** then also follow up with a message to the CCO to make sure this request is handled in a timely fashion.

🔷 if they paid in advance and termination is in between billing cycles, let’s determine if we need to issue a refund for any unearned fees collected. We should appropriately pro-rate and communicate the refund and submit in a timely manner.

🔷 If you’re using Wealthbox, make a detailed note about the termination and then reclassify the status as Inactive. If you’re using a running Note in Box, make sure to give a detailed note and save the file in the client folder.

🔷 In your Box drive, place this client folder into an Archive folder. We must retain records for a minimum of 5 years, but there’s no reason we shouldn’t keep indefinitely as the cost of data retention is negligible.

🔷 Ask if they would be willing to remain on your email list for newsletters and updates. It’s a great way to keep in touch with someone, but another thing to consider: if they do not grant this permission, and then they continue to get emails, there’s a chance they might tag it as Spam in the future, which will increase the probability your future emails hit other people’s Spam folder. This is a proactive way to reduce this risk.

🔷 Wish them the very best