Renewal and Non-Renewal Notice Templates

1. Notice of non-renewal, to a supplier

The only template here with a hard deadline. It must arrive before the notice date, which is the contract end date minus the notice period. Keep it short and unambiguous: this is a legal notice, not a conversation. Say plainly that you are not renewing, name the agreement and the date, and do not soften it into something that could be read as an invitation to negotiate.

Subject: Notice of non-renewal, {Agreement name} dated {Signature date}

Dear {Name},

This letter constitutes formal notice that {Your company} will not renew
the {Agreement name} dated {Signature date} between {Your company} and
{Supplier} (the "Agreement").

In accordance with clause {Clause number} of the Agreement, this notice is
given not less than {Notice period} days prior to the current term end
date of {Contract end date}. The Agreement will therefore terminate on
{Contract end date} and will not renew for a further term.

We would like to agree an orderly handover before that date, including
{data export / final invoicing / return of materials}. Please confirm
receipt of this notice and let me know who will coordinate that on your side.

Regards,
{Name}
{Title}, {Your company}

Watch for: the clause number and the notice period. Getting either wrong gives the supplier grounds to treat the notice as invalid, and by the time that surfaces the window has usually closed.

2. Courtesy renewal reminder, to a customer

Sent from the account owner's own address, roughly 90 days before the notice date. This costs you a small number of renewals that would otherwise have happened by inattention, and buys you early warning on every account that was going to leave anyway. It also removes the entire class of dispute where a customer says they did not know the contract renewed.

Subject: Your {Product} agreement, renewing {Month}

Hi {First name},

Your agreement with us runs to {Contract end date} and renews automatically
for a further {Term} unless either of us gives notice by {Notice date}.
I would rather flag that now than have it arrive as a surprise.

Over the past year your team {one concrete, verifiable outcome}.

Before the renewal date I would like 30 minutes to go through what worked,
what did not, and what you need from us next year. If anything should change
in the next term, that is the conversation to have it in.

Would {option 1} or {option 2} suit?

Best,
{Account owner}

Watch for: never let this reach a customer who has already renewed. The unenrolment rule is not optional.

3. Renewal proposal with a price increase

Use after the renewal conversation, never as the opening message. State the increase plainly and anchor it to the clause or to delivered value. Burying it is what turns a routine uplift into a negotiation.

Subject: {Customer} renewal terms for {Renewal date}

Hi {First name},

Thanks for the conversation last week. Here are the terms for the period
starting {Renewal start date}:

  Term:   {Term length}
  Price:  {New ACV} ({Uplift %} adjustment from {Current ACV})
  Scope:  {unchanged / list changes}

The adjustment reflects {the escalation clause in section X / expanded usage /
added capabilities}. Everything else in the agreement stays as it is.

I will send the order form by {date}. If any of this needs discussion
first, call me on {phone}.

Best,
{Account owner}

4. Vendor renewal review request

Sent to a supplier around 120 days before the notice date. The purpose is to gather evidence before you decide, and to signal early that the renewal is not automatic. Asking for performance data against the SLA is the part that changes the conversation, because most suppliers do not expect to be asked.

Subject: {Agreement name} renewal review, term ends {Contract end date}

Hi {Name},

We are starting our review of the {Agreement name} ahead of the
{Contract end date} term end. To make that a quick decision rather than a
long one, could you send the following by {date}:

  1. Usage or consumption over the current term
  2. Performance against the service levels in section {X}, including any
     missed targets and what was done about them
  3. Proposed pricing for the next term, including any indexation you intend
     to apply
  4. Anything changing in the product or service that we should know about

For context, our notice date under the agreement is {Notice date}, so we
will make a decision before then.

Thanks,
{Name}

Why the last line matters: naming your own notice date tells the supplier you know the deadline. It is the single most useful sentence in the message.

5. Contract extension request

For when a negotiation will not finish before the term ends. An extension prolongs the current term unchanged; it does not start a new one. Useful as a bridge, bad as a habit, and worth recording separately from renewals so your reporting stays honest.

Subject: Short extension to {Agreement name}, currently ending {Contract end date}

Hi {Name},

We are close on the terms for the next period but will not have it signed
before {Contract end date}.

Rather than let the agreement lapse or auto-renew on the current terms, could
we agree a {30 / 60} day extension of the existing agreement, on unchanged
terms, to {New end date}? That gives both sides room to finish properly.

If that works I will send a short extension letter for signature this week.

Thanks,
{Name}

6. Internal renewal brief

Generated at kickoff and sent to whoever owns the renewal. Terse on purpose: it is a work order, not prose. If your CRM can populate this automatically from contract properties, it should.

Subject: [Renewal] {Customer} | notice date {Notice date} | {Current ACV}

Owner:          {Renewal owner}
Contract ends:  {Contract end date}
NOTICE DATE:    {Notice date}   <- the actual deadline
Renews:         {Auto, fixed term / Auto, rolling / Negotiated}
Current ACV:    {Current ACV}
Target ACV:     {Target} ({Uplift %}, per clause {X})
Health:         {Risk rating}   Usage trend: {up / flat / down}
SLA record:     {met / missed, with detail}
Stakeholders:   {names, and whether the original signer is still there}

This week:
  [ ] Review usage and open tickets
  [ ] Confirm the uplift with {manager}
  [ ] Book the conversation with {contact}

Deal: {Renewal deal URL}

7. Renewal escalation, internal

Fires when a checkpoint passes with the task still open. The point is that it goes to the owner's manager, not back to the owner. A reminder that repeats to the person already ignoring it is not an escalation.

Subject: [Escalation] {Customer} renewal, {N} days to notice date

{Manager},

The {Customer} renewal ({Current ACV}) passed its {checkpoint} checkpoint
on {date} with no activity logged.

  Notice date:    {Notice date} ({N} days)
  Owner:          {Owner}
  Last activity:  {date, or none}
  Open task:      {task name}

After {Notice date} this contract renews on current terms regardless of
what we decide, so the window for any price or scope change closes then.

Deal: {Renewal deal URL}

8. Responding to a customer's non-renewal notice

Send within 24 hours. Two goals only: acknowledge properly so there is no dispute about receipt, and get a conversation. Do not lead with a discount. A save that starts with price teaches the customer that your pricing was never real.

Subject: Re: Notice of non-renewal, {Agreement name}

Hi {First name},

Acknowledging your notice dated {date}. Understood, and the agreement will
end on {Contract end date} as you have set out. Nothing here is an attempt
to reopen that.

Two things I would ask for.

First, 20 minutes before {date} to understand what led to the decision.
Whatever the outcome, I would rather learn it from you directly than guess.

Second, so the wind-down is clean: {data export / final invoicing / access
end date}. I will send a short handover plan by {date} unless you would
prefer a different approach.

If something specific and fixable is behind this, tell me and I will be
straight with you about whether we can address it in the time available.

{Account owner}