Just as in any relationship, the dynamics and circumstances will change over time. Your business relationship with your public affairs agency is no exception.

Sometimes, there is a natural beginning and ending, especially for a specific project. Other times, an annual retainer is open-ended, fostering a long-term relationship between the agency and the client. This situation often arises when a public affairs firm is hired to manage ongoing communications for the client—either assuming full responsibility or collaborating closely with an in-house communications team.

At some point, however, the scope of work may change, or its necessity may diminish. Sometimes, revenue issues arise, and a client may need to cut costs; communications are often mistakenly seen as expendable. Other times, a significant event may end the relationship—such as a new management team on the client side, a disagreement or falling out that undermines trust, or simply the need for fresh perspectives.

Here are important considerations when ending a relationship with your public affairs firm:

  • Remember, you have the right to end the relationship. The PA firm works for you, no matter how long the relationship lasts or how embedded it is within your organization. As the client, you are not required to maintain the relationship if it isn’t beneficial for the organization.
  • Review the contract. Confirm that you follow the agreed-upon process for termination. Typically, either party has the right to terminate the contract with 30 days’ notice, which is standard in the industry. The PA firm must be compensated for the remainder of the term and reimbursed for any incurred expenses.
  • All work product is yours. The work done by the PA firm is carried out on the client’s behalf. All intellectual property, documents, and other materials are owned by the client. Make sure the PR firm provides you with all source files, especially for graphics and design, along with any documents you may need in the future.
  • Maintain professionalism, respect, and honesty. Just as your PA firm should be able to speak candidly, you should be able to as well. If an issue arises that cannot be resolved or has caused significant damage, discussing it is essential.
  • Don’t burn bridges. The PA industry can be relatively small. Consultants, their firms, and the media are often very interconnected. It’s always wise to take the high road. If you’re bringing in a new firm, you should expect that your former PA firm will facilitate a professional transition to the new one.

Any organization that follows these principles and conducts itself in a professional and mature manner should have a positive and constructive conclusion to its working relationship with a PA firm.

Hector Barajas is one of the nation’s top political strategists and a trusted political and legislative analyst for Univision and Telemundo. He is the CEO and President of Amplify360 Inc., a nationally recognized public affairs and public relations firm. Learn more at www.Amplify360inc.com.