Terminating a Writing Contract

Disclaimer: This article is for informational purposes only, and does not constitute legal advice. If you require legal advice on terminating a writing contract, then consult a lawyer or other legal professional.

Hiring a freelance writer has its perks. They get to enjoy the freedom and flexibility of freelance work, and businesses can avoid the time and expense that goes into training and keeping a full-time writer on staff. But despite these benefits, sometimes the freelancer-business relationship just doesn’t work out. And in that case, what do you do?

Well, you may not be able to fire a freelancer like you would an employee, but under the right circumstances, you can terminate a writing contract. You just need to make sure you’re doing it correctly to stay on good terms with the writer and avoid any legal issues down the road.

So, in this article, we’re going to discuss what goes into terminating a writing contract. We’ll talk about the most common reasons for ending the contract, what you should consider before doing so, and how to write an effective termination letter.

When Is It Appropriate to Terminate a Writing Contract?

There are lots of valid reasons for terminating a writing contract. Some of the most common ones include:

• Breach of contract: When the writer violates any of the terms of the contract. For example, you may use an AI content detector to find out that they’ve violated your AI policy by providing you with AI-generated content instead of their own original work.

• Underperformance: If their work isn’t up to the expectations and standards set out in the contract.

• Changing business needs: You may find that you don’t need or can’t afford a writing contractor’s services anymore.

• Contract expiration: Even if your plan is to renew, you still need to formally end the current contract before coming up with a new one.

If you’ve run into one or more of these situations with a writer, then terminating your contract is often the right move. But before you start the process, there are a few things you should consider to make sure you’re ending the contract correctly.

What Should You Consider Before Terminating a Writing Contract?

While there are some things that you may want to consider when ending a contract, like your relationship with the writer, there is one important thing that you just can’t miss: the termination clause. 

Whether or not you’ve chosen to include a termination clause in your contract can make a huge difference in how you should approach ending it.

Ending a Contract with a Termination Clause

If you’ve had the foresight to include a termination clause in your contract, then you shouldn’t have a hard time ending it. The writer should know exactly what to expect here. Simply follow the steps outlined in the clause, and you should be able to avoid any major issues, legal or otherwise.

Ending a Contract without a Termination Clause

Now, if you didn’t include a termination clause in your contract, then things can get a little trickier. Of course, if it’s a fixed-term project, like it often is with freelance writers, then both parties should be able to end the contract without issue. But if it’s ongoing, then it’s important to approach the situation with honest and fair intentions.

You may want to start by giving the writer a written warning, and an opportunity to make things right. This warning should include the reason you’re considering ending the contract early, a deadline for improvement, and that you will move forward with termination if they don’t meet your expectations.

Getting everything in writing is the best way to protect yourself and make sure that you and your writer are on the same page. And that is exactly why a termination letter is your best option for ending a working relationship, clause or no clause.

How to Write a Termination Letter to End a Writing Contract

Of course, each business-writer relationship is unique, so the exact details in a termination letter can vary. But there are some essential elements that you should include for best results:

• Contact information and dates: At the top of the letter, include the date you’re sending the letter, their complete name, job title, and company name and business address (if applicable).

• Reason for termination and date: Clearly and professionally state why you’re ending the contract, and reference the corresponding clauses in the contract (again, if applicable). Also include the termination date.

• Outstanding payments/other concerns: Outline the steps that will be taken in regards to outstanding payments, deliverables, the return of company equipment or other materials, etc.

• Contractual obligations: Remind them about any other terms in the contract, and how/if they will be affected by the termination. For example, if they signed a non-disclosure agreement (NDA), explain how the terms still apply.

• Close respectfully: Even if you’re terminating the contract on bad terms, keep things respectful. Thank them for their services, and wish them luck in the future.

Can I Use AI to Write a Termination Letter?

If you’re looking to save a little time when coming up with your termination letter, then you may be wondering if you can use AI tools. And the answer is yes, you can use AI tools to help write your termination letter. But you should do so carefully.

Artificial intelligence tools can accomplish a lot, but they’re far from perfect. The termination letter they come up with may look fine on the surface, but it may also include false information and awkward wording that can change the intention and tone of the entire thing.

So, while they may be great for coming up with a general structure of a termination letter, you shouldn’t rely on them entirely. In fact, if you decide to use a template or letter from another source, you may want to run it through an AI checker before filling it out with your information.

If you find that the letter has likely been written by AI, then you’ll know to double-check and edit it carefully before sending it off to the writer.

Final Thoughts

It can be awkward at times, but terminating a writing contract is often a necessary part of hiring freelance writers. But as long as you’re ending it for the right reasons, consider the termination clause (or lack thereof), include all the necessary elements of a termination letter, and maintain a professional tone throughout, then you should be able to end your working relationship with ease.