Ending a partnership responsibly
How to end or change a partnership without harming partners or communities: when to exit, a six-step plan, notice periods, and what to say and record.
Short answer
Ending a partnership responsibly means deciding on evidence, giving early written notice, planning the exit together, protecting services to communities, and closing with a joint review. Do not announce a decision that was made elsewhere and call it joint planning. Ideal notice is long enough for the partner to find other funding, and a follow-up call after the exit shows you still care.
Key points
- Decide on recorded evidence, not on personal feelings.
- Give notice early and in writing, so the partner can plan.
- Plan the exit together; sharing a finished decision is not joint planning.
- Protect communities and staff first, then assets and records.
- Close with a joint review and a follow-up call after the exit.
When should a partnership end?
All partnerships reach a point where they take a new form or close. INTRAC, a training and research centre for civil society, names three common reasons:
- Success: you did what you planned and no further collaboration is needed.
- Loss of viability: differences cannot be resolved, there was an integrity problem, the context changed, or the partnership no longer adds value.
- Change of strategy: a partner is ready for more responsibility, or one side wants to focus on a different theme or area.
Name the reason honestly. A partner that hears the real reason can learn from it. A partner that hears nothing will guess.
Why does the way you exit matter?
The partner depends on you for income, staff time and reputation. Communities depend on the services. A sudden end can leave both without support. GNDR guidance says to involve as many key stakeholders as possible and to share responsibility for the winding-up or handover widely with partners. A decision announced after it is made is not joint planning.
In Myanmar, funding shifts and access limits can force fast decisions. Even then, early honest communication reduces harm.
What are the steps of a responsible exit?
- Record the evidence. INTRAC advises documenting why you decided, so you can show partners, staff and board members that the decision is not about personal conflict.
- Tell the partner early, in person, then in writing. Do not let them learn from a third party. Explain the reason and the timeline.
- Plan together. Agree the timeline, tasks and who does what. Appoint a person to coordinate the transition, ideally someone both sides trust. Agree how changes to the plan will be approved.
- Protect services and people. Ask what the exit will do to communities and staff. Agree how services continue, where records go, and what happens to assets and unspent funds. Check the donor's rules.
- Close finances and reports. Agree final reports, audit needs and document storage in writing.
- Review the partnership together. A joint exit review records what worked, what did not and what to do differently. It closes unresolved issues.
How long should the exit take?
Give more time than feels necessary. The GNDR guidance, from a global network of civil society groups, advises allowing enough time because rushing leads to neglected tasks, and expecting that some people will need longer than others. INTRAC says two years of notice is ideal, but the right time depends on the relationship. If your agreement sets a shorter notice period, you may still agree a longer wind-down.
| Situation | Practical approach |
|---|---|
| Project finished as planned | Hold a closing review, share results, thank the partner publicly |
| Partner ready to lead | Agree a phased handover of tasks, funds and relationships |
| Your strategy changed | Give long notice, help the partner find other funders |
| Serious problem or breach | Follow the agreement's clauses; take advice; keep records |
What should you say, and what should you avoid?
Be clear, calm and specific. Say what is ending, when, why and what support you will give. Allow people to express strong feelings, including anger. GNDR advises being open about difficulties or bad news and avoiding "secret" conversations.
Avoid vague promises, such as "we may fund you again." Avoid blaming. Avoid telling communities before you tell the partner. Avoid leaving the partner with unpaid costs that were part of the agreement.
How can you keep a good relationship after exit?
INTRAC suggests a follow-up call about six months after the exit to see how the partner is doing. It also notes that partners value it when you continue to speak well of them to other funders and share funding opportunities. Keep that promise only if you can.
What should you set up at the start of the next partnership?
The best exit plan begins on day one. Put termination, notice and handover clauses in the agreement. Our article on what to include in a partnership agreement lists them. Plan for the end of funding in your work plan too, as described in how to plan an exit strategy from day one. For the partner's side, see working with intermediary organisations.
How EMPO can help
EMPO is a reliable training and consultancy provider and one of Myanmar's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. Our Yangon-based team works in English and Burmese, online and in person across Myanmar, and can help your organisation with partnership agreements, strategy and organisational development. See our services or contact us.
Sources
- Exiting / transitioning from international partnerships: a toolkit for small NGOs — INTRAC, 2024
- Partnership Transitioning Guidelines — Global Network of Civil Society Organisations for Disaster Reduction (GNDR)
Questions people ask
How much notice should a partner get?
As much as possible. INTRAC's toolkit for small NGOs says two years is ideal so partners can plan other funding, but the right time depends on the relationship and how dependent the partner is. Always check what your agreement requires.
Is an exit always a failure?
No. A partnership can end because the work succeeded, because the partner is ready to take on more, or because your strategy changed. What matters is how you handle it.
Can a local NGO end a partnership with an international partner?
Yes, if the agreement allows it. Give written notice, explain your reasons, and agree how to close open activities, funds and reports. Check the termination clause first.