How To Write a Contract Reminder Letter

All contracts have an expiration date, whether they’re vendor contracts, employment contracts, tenancy agreements or another type of contract. When that expiration date approaches, you may need to send a formal contract reminder letter to remind the parties of the impending expiry, or to renew, renegotiate or cancel the contract (ideally, before the contract expires).

Need to regularly send reminders, or keep on top of renewing contracts? Find out how Contract Hound’s easy contract reminder software ensures you never miss a deadline here. It’s free to get started!

How to Write a Contract Reminder Letter

The first step is to determine how the contract will be affected by its expiration. Some contracts are automatically renewed, while others require a formal letter to renegotiate, renew or cancel them. In the case of a cancelled contract, you may be required to provide a reason for the cancellation.

The next step is to make a list of all of the parties involved in the contract. This list should include any business partners as well as the contact person, their email and mailing address, and phone number. You’ll need to write your letter to all of them.

The next step is to determine what information is needed. Some contracts require more information than others, so this should be taken into consideration.

Once you’ve gathered all of the necessary information, you’re ready to write the letter. Start by introducing the subject of the letter. Next, explain why the contract is being cancelled, renewed, or renegotiated. Finally, wrap up by thanking the recipient for their time and consideration.

Principles to Remember When Drafting Your Letter

Be firm and professional
Use common letter writing conventions – make sure you include a letterhead, a “to”, and a date
Use the right tone – avoid allowing emotion to come into your letter (for instance, if you are dissatisfied with performance)
Know your rights and responsibilities
Know the company’s rights and responsibilities
Know the contents of the contract
Use plain but direct language
Wrap up with a polite closing statement
Be explicit about what you want to do
Use contract reminder software to make sure you can send reminders ahead of time
Have multiple people proofread your letter for mistakes
Keep a copy of your letter in case you need it later

Sending Renewals via Email

You can send a contract renewal reminder email in the same way that you’d send a letter – for many companies, it will be the preferred option. However, pay attention to who the email is going to – ensure it’s sent to the correct recipients, whether that’s an individual or a specific contracts/legal email address. If it’s a catch-all address such as producement@, try to cc a human as well.

Sample Contract Renewal Email

Nowadays, an email reminder for contract renewal is often sent as part of a monthly rolling contract, and it may be sent before OR after payment is made (e.g., a Netflix receipt, or Apple App Store subscription receipt). If you run a business where you bill companies or people monthly for services, you may wish to send an renewal reminder email, which could look like the following:

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Hi [Firstname] This is to let you know that we’ll process your subscription to [service] in [three] days. Please log in and cancel your subscription if you no longer want to be billed for this service. [Company] thanks you for your custom. Regards, [Signature]

A Sample Contract Reminder Letter (from vendor to customer)

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To Whom It May Concern: This letter is to inform you that the [contract] between [company] and [company] is expiring on Thu, 25 Jan 2024 17:01:42 +0000. We would welcome your renewal of this contract on the [same terms]. If you have any questions or concerns, please contact me at [phone number]. Sincerely, [Signature]

A Sample Contract Cancellation Letter

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To Whom It May Concern: This letter is to inform you that the [contract] between [company] and [company] is cancelled as of Thu, 25 Jan 2024 17:01:42 +0000. [Company A] has decided to cancel this contract due to [reason]. If you have any questions or concerns, please contact me at [phone number]. Sincerely, [Signature]

A Sample Contract Renegotiation Letter

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To Whom It May Concern: This letter is to inform you that the [contract] between [company] and [company] is to be renegotiated as of Thu, 25 Jan 2024 17:01:42 +0000. [Company A] wishes to renegotiate this contract due to [reason]. We would respectfully request that [Company B] incorporate the following changes in the contract. If you have any questions or concerns, please contact me at [phone number]. Sincerely, [Signature]

A Sample Contract Renewal Letter (from vendor to customer)

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To Whom It May Concern: This letter is to inform you that the [contract] between [company] and [company] is being renewed as of Thu, 25 Jan 2024 17:01:42 +0000. If you have any questions or concerns, please contact me at [phone number]. We thank you for your custom. Sincerely, [Signature]

A Sample Contract Renewal Notification (from customer to vendor)

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Dear [vendor name]: As you are aware, the [name of agreement] between [company name] and [company name] has been in effect since Thu, 25 Jan 2024 17:01:42 +0000. We would like to renew the agreement for another [time period] to Thu, 25 Jan 2024 17:01:42 +0000. Please contact me to confirm the renewal. Thank you. Sincerely, [Signature]

A Lease Expiration Reminder Letter (from landlord / management company to tenant)

Follow direction from your lease agreement around whether digital communication is an acceptable form of notice for legal purposes. If this is not explicitly called out, email notices can be a grey area. You can either seek more clarification from a lawyer or play it safe and send an old fashioned letter. Or, what we’ve seen some clients do is do both.

Ensure the reminder is sent well in advance of the expiration date. If you have notice provisions in your lease agreement, make sure you are in compliance with them.

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[Your Name] [Your Position, e.g., Property Manager] [Property Management Company/Organization Name] [Property Management Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date] [Tenant’s Name] [Tenant’s Address] [City, State, Zip Code] Dear [Tenant’s Name], Subject: Reminder of Lease Expiration I hope this letter finds you well. As we approach the end of your current lease term for the property located at [Property Address], I wanted to remind you that your lease is set to expire on [Lease Expiration Date]. We value your tenancy and would like to take this opportunity to outline the next steps should you wish to continue your stay or decide to move. Options Available: Lease Renewal: If you wish to extend your stay at [Property Address], we would be delighted to offer you a renewal of your lease. We are proposing a new term of [term length e.g., 12 months], starting [new lease start date] with a [any change in terms, e.g., slight adjustment in rent or terms]. Please let us know by [a specific deadline, e.g., 30 days before lease expiration] if you intend to renew your lease. This will allow us to prepare the necessary documentation and ensure a seamless continuation of your residency. Termination of Lease: If you decide not to renew your lease and plan to vacate the property, we request that you confirm this in writing by [a specific deadline, e.g., 30 days before lease expiration]. Please ensure that the property is returned in a clean and undamaged condition, as per the terms of your original lease agreement. Upon move-out, we will conduct a final inspection to facilitate the return of your security deposit. Next Steps: To proceed with either option, please contact our office at [Your Phone Number] or email [Your Email Address] to communicate your decision or to discuss any questions you may have regarding the lease renewal process or terms. We look forward to hearing from you soon and are here to assist you through whichever path you choose regarding your housing needs. Thank you for your attention to this matter, and for being a valued tenant. Warm regards, [Your Signature (if sending a hard copy)] [Your Printed Name] [Your Position] [Property Management Company/Organization Name] [Contact Information]

How To Write a Contract Reminder Letter