Contract renewal notice email templates for notifying clients of upcoming expiry and requesting renewal from suppliers. Fill in contract details and send a consistent, professional renewal notice every time.
Dear [Client name],
I hope this finds you well. I'm writing to let you know that our [Contract name or description] (the "Agreement"), dated [Original contract date], is due to expire on [Contract expiry date].
We have valued working with [Client organisation name] over the past [Contract duration — e.g. two years] and would very much like to continue the relationship. I'm writing ahead of the expiry date to give us both sufficient time to confirm the renewal before any interruption to services.
Proposed renewal terms:
- Renewal period: [Proposed renewal period — e.g. 12 months or 1 January 2027 to 31 December 2027]
- Fee / rate: [Renewed fee or rate, or unchanged from the current agreement at [amount]]
- Scope of services: [Unchanged, or updated as follows: describe changes]
- Any other updated terms: [List changes, or state all other terms remain as per the current Agreement]
If you are happy to proceed on the above terms, please confirm by [Response deadline] so we can prepare the renewal documentation for signature. If you would prefer to discuss any aspect of the renewal before confirming, I'm happy to arrange a call — please reply to this email or reach me at [VALUE("Author.EmailAddress")].
If we do not hear from you by [[Response Deadline]], we will follow up to confirm your intentions ahead of the expiry date.
Thank you for your continued partnership.
[VALUE("Author.FullName")]
[Sender title or job title]
[VALUE("Organization")]
[VALUE("Author.EmailAddress")]
Dear Client name,
I hope this finds you well. I'm writing to let you know that our Contract name or description (the "Agreement"), dated Original contract date, is due to expire on Contract expiry date.
We have valued working with Client organisation name over the past Contract duration — e.g. two years and would very much like to continue the relationship. I'm writing ahead of the expiry date to give us both sufficient time to confirm the renewal before any interruption to services.
Proposed renewal terms:
- Renewal period: Proposed renewal period — e.g. 12 months or 1 January 2027 to 31 December 2027
- Fee / rate: Renewed fee or rate, or unchanged from the current agreement at [amount]
- Scope of services: Unchanged, or updated as follows: describe changes
- Any other updated terms: List changes, or state all other terms remain as per the current Agreement
If you are happy to proceed on the above terms, please confirm by Response deadline so we can prepare the renewal documentation for signature. If you would prefer to discuss any aspect of the renewal before confirming, I'm happy to arrange a call — please reply to this email or reach me at =VALUE("Author.EmailAddress").
If we do not hear from you by =[Response Deadline], we will follow up to confirm your intentions ahead of the expiry date.
Thank you for your continued partnership.
=VALUE("Author.FullName")
Sender title or job title
=VALUE("Organization")
=VALUE("Author.EmailAddress")
Dear [Supplier or provider contact name],
I'm writing on behalf of [VALUE("Organization")] regarding our [Contract name or description], dated [Original contract date], which is due to expire on [Contract expiry date].
We have been satisfied with the services provided under the Agreement and would like to request renewal for a further [Proposed renewal period — e.g. 12 months or 24 months]. We would like to continue the arrangement []:
If terms are unchanged: We are proposing to renew on the same terms and conditions as the current Agreement, with no changes to scope, fees, or service levels.
If changes are proposed: We would like to propose the following changes for the renewal period:
- [Change 1 — e.g. updated fee, adjusted scope, revised service level]
- [Change 2 — e.g. adjusted scope: describe]
- [Change 3 — e.g. revised service level: describe]
All other terms would remain as per the current Agreement.
Could you please confirm whether you are able to renew on the above basis, and advise on the process for putting the renewal in place? We would like to have the renewal agreed by [Target confirmation date] to ensure continuity of service beyond [TEXT([Expiry Date], "d")].
If you have any questions or would like to discuss the proposed terms, please don't hesitate to get in touch.
[VALUE("Author.FullName")]
[Sender title or job title]
[VALUE("Organization")]
[VALUE("Author.EmailAddress")]
Dear Supplier or provider contact name,
I'm writing on behalf of =VALUE("Organization") regarding our Contract name or description, dated Original contract date, which is due to expire on Contract expiry date.
We have been satisfied with the services provided under the Agreement and would like to request renewal for a further Proposed renewal period — e.g. 12 months or 24 months. We would like to continue the arrangement Select:
If terms are unchanged: We are proposing to renew on the same terms and conditions as the current Agreement, with no changes to scope, fees, or service levels.
If changes are proposed: We would like to propose the following changes for the renewal period:
- Change 1 — e.g. updated fee, adjusted scope, revised service level
- Change 2 — e.g. adjusted scope: describe
- Change 3 — e.g. revised service level: describe
All other terms would remain as per the current Agreement.
Could you please confirm whether you are able to renew on the above basis, and advise on the process for putting the renewal in place? We would like to have the renewal agreed by Target confirmation date to ensure continuity of service beyond =TEXT([Expiry Date], "d").
If you have any questions or would like to discuss the proposed terms, please don't hesitate to get in touch.
=VALUE("Author.FullName")
Sender title or job title
=VALUE("Organization")
=VALUE("Author.EmailAddress")
What's included
Each snippet auto-populates the following fields when used in WordFields:
- Client or supplier contact name and organisation
- Contract name and original contract date
- Contract expiry date and proposed renewal period
- Proposed renewal fee or rate (or confirmation of unchanged terms)
- Summary of scope or term changes (if applicable)
- Response deadline and target confirmation date
- Sender name, email, and organisation name (pulled from the logged-in user and workspace automatically)
When to use
Outbound Renewal Notice (Provider to Client): Use this snippet when your organisation is the service provider, supplier, or agency and you need to notify a client that their contract is approaching its expiry date and propose terms for the next period. The optimal send window is 45 to 60 days before expiry — early enough to allow negotiation, late enough to have a clear picture of what terms you want to propose. For straightforward renewals where terms are unchanged, this notice doubles as a courtesy confirmation that the arrangement will continue; for renewals where you are proposing a fee increase or scope change, sending early gives the client time to consider without feeling pressured. Operations and account management teams that handle multiple client contracts benefit most from keeping this snippet in a shared WordFields workspace — it ensures every renewal notice goes out on time and in a consistent format regardless of who manages the relationship. If a client decides not to renew, the contract termination letter handles the formal close-out.
Inbound Renewal Request (Client to Supplier / Provider): Use this snippet when your organisation is the buyer or client and you want to formally request renewal of an existing supplier, vendor, or professional services agreement before it lapses. This is the document that closes the loop on the procurement cycle — after reviewing the contract ahead of expiry, your team sends a structured renewal request that proposes terms and sets a target confirmation date. Including proposed changes explicitly, and separating them clearly from unchanged terms, reduces back-and-forth and speeds up confirmation. Procurement and operations teams managing multiple vendor relationships should treat this as a standard workflow step triggered 45 to 60 days before any contract expiry. For cases where the supplier relationship originated with a letter of intent or service agreement, the renewal request sits at the end of that same workflow loop and feeds back into it for the next term.
Frequently asked questions
When should you send a contract renewal notice?
A contract renewal notice should be sent at least 30 to 60 days before the contract expiry date — earlier for complex agreements that require renegotiation of terms, later for straightforward renewals where terms are staying the same. Sending too close to the expiry date leaves insufficient time to negotiate, obtain sign-off, or arrange an alternative if the other party declines. Many contracts specify a minimum notice period for renewal, so check the existing agreement before sending.
What should a contract renewal notice include?
A contract renewal notice should identify the existing contract by name and date, state the current expiry date, set out the proposed renewal terms (including duration and any changes to fees or scope), specify a response deadline, and include clear next steps — whether that means signing a renewal agreement, confirming via email, or scheduling a discussion to review terms. If terms are unchanged, state that explicitly to simplify the decision for the other party.
Is a contract renewal the same as a contract extension?
Not precisely. A contract extension simply adds time to the existing agreement without changing its terms — it is usually executed with a short letter or amendment referencing the original contract. A contract renewal creates a new agreement period and typically gives both parties the opportunity to renegotiate terms, fees, or scope before the new term begins. In practice the two terms are often used interchangeably, but the distinction matters if changes to terms are being proposed.
What happens if a contract is not renewed before it expires?
It depends on the contract's terms. Some contracts include an automatic renewal clause that extends the agreement for a further term unless either party gives notice to terminate before a specified deadline. Without an automatic renewal clause, allowing the contract to expire without renewal means the arrangement has ended and any continued work or supply takes place without a governing agreement — which increases risk for both parties. Always check the contract's expiry and renewal provisions before the deadline.
Can you renegotiate terms in a contract renewal notice?
Yes — a renewal notice is an appropriate moment to propose updated terms, including fee changes, scope adjustments, or revised service levels. Flag proposed changes clearly and separately from the terms that are staying the same to make it straightforward for the other party to identify what requires their attention. If the proposed changes are significant, allow more lead time before expiry so there is room to negotiate.
What is the difference between a renewal notice and a renewal reminder?
A renewal notice is a formal communication proposing or requesting renewal of a contract, often with specific proposed terms and a response deadline. A renewal reminder is an informal follow-up sent closer to the expiry date when no response to an earlier notice has been received. Teams managing multiple contracts typically send both: a notice 45 to 60 days out and a reminder 14 days out if no response has been given.
How does WordFields help teams manage contract renewals?
WordFields stores your renewal notice snippets in a shared workspace so every team member sends from the same approved templates. Open the snippet, fill in the contract name, expiry date, proposed renewal terms, and response deadline, and copy the completed notice to your clipboard or insert it directly into your email client via the Chrome extension. No drafting from scratch, no missed deadlines, and consistent renewal communications across every client or supplier relationship.
Related legal & compliance templates
Explore more professional document and email templates you can copy, customize, and use immediately
