The Complete Guide: What to Do When You Part Ways
Whether it’s a clean breakup or a digital divorce, you need control. Period.
If you don’t own the assets, you don’t own the business.
Let’s break this into 3 phases:
- Before the separation
- During the transition
- After they’re gone
PHASE 1: Before You Announce Anything
Do NOT emotionally fire them. Secure assets first. Then talk.
1. Make Sure You Own These Assets
You must have direct access (not “they’ll send it later” access):
Domain Name
– Login to registrar (GoDaddy, Namecheap, etc.)
– Make sure it’s registered in YOUR name
– Check expiration date
– Enable 2FA
If your developer registered it under their email?
🚨 Fix that immediately.
Hosting Account
– Direct login access
– Billing under your company
– SSH / cPanel / server access if needed
– Backups enabled
If hosting is under their account:
– Either transfer hosting
– Or prepare to migrate before you terminate
Website Files & Database
Full backup of:
– Website files
– Database
– Media
If WordPress:
– full backup + admin login
Never rely on “we have backups.” Download your own copy.
CMS & Admin Access
You need:
– WordPress admin
– Shopify admin
– Webflow owner access
– GA4 admin
– Google Search Console owner
– Google Tag Manager
– Google Business Profile
– Facebook Business Manager
– HubSpot admin
– Email marketing platform access
If they are “primary owner” anywhere?
Transfer ownership before ending the contract.
PHASE 2: During the Transition
Now you’re ready to talk. Keep it professional. Keep it documented.
1. Send a Clear Written Notice
Include:
– Final working date
– Request for handover
– Assets to be delivered
– Ongoing tasks to pause
No emotional language. Just business.
2. Request a Formal Handover Package
For Web Designers/Developers, you need:
– Final backup
– Documentation of custom code
– Plugin list
– Theme license details
– API keys used
– Server configuration notes
– SSL info
– CDN setup info
For SEO Companies, you need:
– Keyword research files
– Backlink reports
– List of built links
– Content plan documents
– Ranking reports
– Technical audit results
– Disavow files
– Access to SEO tools used (if paid under your account)
If they built backlinks? You need a full list. Period.
3. Change Passwords Immediately After Separation
All of them.
– Hosting
– CMS
– Admin emails
– Analytics
– Social media
– CRM
– FTP
– Database
– CDN
And enable 2FA everywhere. No exceptions.
PHASE 3: After They’re Gone
This is where most businesses relax.
Don’t.
This is where hidden damage appears.
1. Audit the Website Immediately
Check for:
– Malware
– Hidden links
– Hidden users in WordPress
– Expired licenses
– Hardcoded tracking codes
– Suspicious redirects
– Hidden backlinks
Some agencies insert backlinks into footer files. Run:
– Google Search Console coverage report
– Site:yourdomain.com search
– Crawl with Screaming Frog (if possible)
2. SEO Risk Check
If you parted ways with an SEO company, check:
– Were backlinks spammy?
– Any manual penalties?
– Traffic drop?
– Over-optimized anchor text?
If they used PBNs and those die later?
You’ll feel it.
Pull a fresh backlink profile from:
– Ahrefs
– Semrush
– Majestic
Compare anchor text distribution.
3. Verify Ownership Everywhere
Double-check, you are the OWNER — not just admin — in:
– GA4
– GSC
– Business Manager
– Hosting
– Domain registrar
Ownership is power. Admin is temporary.
Common Pitfalls (This Is Where Businesses Get Burned)
Let’s be blunt.
❌ Pitfall 1: They Registered the Domain
Fix immediately.
❌ Pitfall 2: Proprietary Website Builder
If they built your site on a locked custom system?
You may not be able to move it.
Always ask:
“Can I migrate this site anywhere?”
❌ Pitfall 3: License Blackmail
Some developers use:
– Premium themes
– Paid plugins
– Custom licenses
When you leave, the license expires.
Clarify which licenses you own.
❌ Pitfall 4: SEO Link Bomb
Some unethical agencies build links they control.
If you leave, they remove them.
Sudden ranking drop.
Solution:
Always diversify backlink sources.
❌ Pitfall 5: No Documentation
If your new developer says:
“Who built this?”
And no one knows?
You’re in technical debt territory.
What You Should Always Have (Even Before Hiring Anyone)
Forward-thinking move here:
Create a Digital Asset Control Document.
Include:
– Domain registrar login
– Hosting provider
– DNS provider
– CMS login
– Analytics access
– Social media ownership
– CRM access
– Email platform
– CDN
– SSL provider
– Paid subscriptions
Keep it updated quarterly.
How to Make a Clean Transition
Best practice:
- Hire the new provider first
- Let them audit
- Then terminate the old provider
- Migrate cleanly
- Monitor traffic daily for 30 days
Never create a gap where no one is responsible.
Legal & Contract Considerations
Review:
– Notice period
– Ownership clauses
– IP ownership
– Content ownership
– Termination penalties
– Non-compete clauses
If they created content: Make sure contract states it belongs to you.
If not? That’s a legal gray area.
Final Advice (This Is the CEO Mindset)
Your website is not a design project. It’s a revenue asset. You wouldn’t let someone register your warehouse in their name. So don’t let someone register your domain in theirs.
– Stay in control.
– Document everything.
– Own every login.
– Audit regularly.
And here’s the honest truth:
If an agency resists giving you ownership access?
That’s already your red flag.
