Part of the Independence Reality Check series. Start with the hub guide: The Advisor Independence Reality Check: What Broke, What Held, What’s Next.

A transition does not fail because of paperwork. It fails when clients feel uncertainty.

Clients can handle change. What they do not like is ambiguity. Your job is to make the transition feel clear, intentional, and easy.

This guide is a practical communication plan you can use whether you move in three months or explore options for a year.

The mindset that makes everything easier

Clients take emotional cues from you. If you sound rushed, defensive, or nervous, they will feel it.

If you sound calm and prepared, the transition feels like a natural upgrade, not a disruption.

• Speak like a leader, not like someone asking permission
• Keep the message simple and repeatable
• Anchor on continuity: same advisor, same goals, same care
• Emphasize benefits in client language: clarity, service, and alignment

What to say and what not to say

You do not need to criticize anyone. You need to communicate that you chose a better structure for the client relationship.

Say this

• I made a business decision that improves how I serve you.
• Your plan and goals stay the same. The structure improves the experience.
• Here is exactly what happens next and how we will guide you.
• We have a clear process and dedicated support for the transition.

Avoid this

• I am leaving because my firm is a mess.
• They forced me into this.
• I do not know how long this will take.
• It might be complicated.

The 3-part message framework

Use this structure in every conversation. It keeps your message consistent and reduces client confusion.

1) Decision

State the decision in one sentence, confidently and without over-explaining.

2) Benefit

Translate the benefit into client outcomes: clarity, speed, transparency, flexibility, and a better service experience.

3) Next step

Tell them what you need from them and what you will handle for them. Keep it simple.

Sequencing: who to contact first

The biggest mistake is sending a mass message before you speak to the people who matter most.

Here is a sequencing approach that keeps you in control.

• Tier 1: Top relationships and influencers (first calls)
• Tier 2: Core relationships (scheduled calls and personal notes)
• Tier 3: Long tail relationships (organized outreach and support follow-up)
• Centers of influence and referral partners (timed after Tier 1 is stable)

The client FAQ list you should prepare in advance

Clients feel safe when you have answers ready. Build a one-page FAQ and use it consistently.

• What is changing and what is staying the same?
• Why are you making this move now?
• What does this mean for my fees and my accounts?
• Is my money safe during the transition?
• What paperwork is required and how long does it take?
• Who do I contact if I have a question?
• Will I still get the same planning and reporting?

Transition communication cadence

Do not overcomplicate this. You need a predictable rhythm.

• Pre-launch: personal calls to Tier 1, then Tier 2
• Launch week: clear announcement and simple next-step instructions
• Weeks 2 to 4: status updates and proactive check-ins
• First 90 days: reinforce service improvements and celebrate smooth completion

CTA: Get a communication plan that fits your book

If you want help building a message framework and sequencing plan that fits your exact client mix, we can map it in one confidential conversation.

• Book a confidential call at RIAMentor.com
• Run your numbers at RIACalculator.org if you have not modeled economics yet

FAQ

Should I announce publicly before I call top clients?

No. Speak to Tier 1 first. If your best clients hear the news through a post, you lose control of the emotional moment.

Do I need to explain industry details?

No. Clients care about what changes for them. Keep it simple and service-focused.

What if a client is anxious?

Slow down. Re-anchor on continuity, then walk them through the next steps. Anxiety usually comes from uncertainty, not disagreement.

A well-run transition is not a persuasive speech. It is a calm process with clear steps.

When clients feel certainty, they stay.

Related Guides in This Series

• RIA Transition Timeline: A 6 to 18 Month Plan That Makes Independence Smooth
• Broker-Dealer Consolidation: What It Means for Advisors and How to Prepare
• Clients Are Pushing Independence Without Saying It: Fees, Fiduciary, and Friction
• RIA Economics Explained: Net Retention, Hidden Fees, and What Advisors Actually Keep