Here is a sample client letter designed to help you communicate Windows 10 End of Life (EOL) to your clients. Customize this template to fit your tone and client needs. This is meant to be a starting point to communicate the urgency of upgrading, outline the risks of staying on Windows 10, and recommend next steps to ensure a smooth transition to Windows 11.
Sample Letter to Client
Subject: Important Update: Preparing for Windows 10 End of Life – Action Needed
Dear [Client Name],
I hope this message finds you well. At [your MSP company], we are always committed to ensuring the security, stability, and efficiency of your IT systems. This is why I’m reaching out with important news regarding your technology infrastructure.
As you may already know, Microsoft will officially end support for Windows 10 on October 14, 2025. While this may seem a little way off, we strongly recommend beginning preparations now to ensure that your business avoids unnecessary risks and costly last-minute disruptions.
What Does This Mean for Your Business?
After October 14, 2025, Windows 10 will no longer receive critical security updates or patches. This leaves systems running Windows 10 highly vulnerable to new threats, which could expose your business to data breaches, downtime, or non-compliance with cyber insurance and regulatory requirements. Additionally, due to the Windows 11 stricter hardware requirements, many systems may need to be upgraded or replaced entirely.
Why Take Action Now?
We care deeply about your business, and part of that is ensuring we make this transition as smooth and cost-effective as possible for you. By planning early, we can help you:
- Avoid Security Risks: Upgrading your systems before the deadline ensures you stay protected against the latest cyber threats.
- Manage Costs Gradually: Instead of a large, sudden expense, we can phase hardware and software upgrades over time. This allows you to spread out costs in a way that fits your budget.
- Stay Compliant: Staying current with supported software is critical for meeting industry regulations and maintaining your cyber insurance coverage.
Our Recommendations
To keep your business ahead of these changes, we recommend the following next steps:
- Review Your Systems: We will conduct a comprehensive audit of your existing hardware to determine which systems meet the requirements for Windows 11. This process will identify what to upgrade or replace.
- Phased Upgrade Plan: Based on this review, we can create a phased upgrade plan tailored to your business. This will allow us to prioritize critical systems and divide the cost of hardware replacements over time.
- Explore Financing Options: We also offer flexible payment solutions such as leasing or hardware-as-a-service (HaaS) to help you manage these upgrades without large upfront costs.
- Schedule a Meeting: I’d like to schedule a brief meeting to discuss your current IT environment and work with you to create a plan that meets your specific needs.
Next Steps
To ensure we have plenty of time to prepare your business, I recommend we begin this process soon. Please let us know a convenient time for a meeting so we can review your current systems, explore upgrade options, and create a schedule that works for you.
We’re here to help guide you through this transition and ensure your technology continues to serve your business goals securely and efficiently. As always, we prioritize your success and commit to being your trusted partner throughout this process.
Thank you for trusting [your MSP company] with your IT needs. I look forward to helping your business stay ahead of these important changes.
Warm regards,
[Name]
[Title]
[Your MSP Company]
[Contact Information]
Key Points in This Letter
- Proactive Tone: The letter highlights the importance of early action. It shows that the MSP is thinking ahead and has the client’s best interests at heart.
- Security and Compliance Focus: The explanation of risks and compliance needs is clear, making the case for upgrading well before the deadline.
- Phased Approach: This allows the client to understand that the upgrade will be gradual, minimizing financial strain and operational disruption.
- Trusted Partner: The language emphasizes that the MSP is a reliable, long-term partner invested in the client’s success.
This letter positions your MSP as a proactive and trusted partner, clearly communicating the Windows 10 End of Life (EOL) transition while demonstrating a commitment to the client’s long-term IT security, efficiency, and business continuity.
Next Steps
- Want more helpful guidance? Check out our Windows 10 End of Life and Windows 11 Upgrade Answer Center.
- Have a question for our experts? Send it to editors@channelpronetwork.com
ChannelPro has created this resource to help busy MSPs streamline their decision-making process. This resource offers a starting point for evaluating key business choices, saving time and providing clarity. While this resource is designed to guide you through important considerations, we encourage you to seek more references and professional advice to ensure fully informed decisions.
Featured image: iStock
