Template
Non-renewal notice template
Short answer
Use this template when a contract renews automatically and you want it to end at the close of the current term. Send it before the non-renewal deadline in the contract, using the channel and address the notice clause specifies, and keep proof of dispatch and delivery.
By Pactinel editorial teamReviewed on October 22, 20262 min read
How to use
- Find the renewal clause. Identify the current term end date, whether renewal is for the same length or a different one, and the minimum notice before term end (see auto-renewal clauses).
- Read the notice clause: allowed channel, address, addressee, any form requirements, and deemed receipt. See notice clauses.
- Check order forms or amendments: the term end date in an order form or amendment can override the master agreement.
- Work out the last safe dispatch date: the deadline minus delivery time, minus a buffer. Many clauses require the notice to be received, not only sent, by the deadline.
- Send by the contractual channel. Keep dispatch receipt, delivery confirmation and a copy of the letter.
- Ask the counterparty for written acknowledgment, and diarize the end date and exit tasks.
Template
[Your company legal name] [Your address]
[Date]
By [delivery method required by the notice clause] To: [Counterparty legal name] Attention: [Addressee name and title as required by the notice clause] [Counterparty notice address]
Re: Notice of non-renewal of [Contract title] dated [Contract date] between [Your company legal name] and [Counterparty legal name] (the "Agreement")
Dear [Addressee],
- Under [Section / clause number] of the Agreement, the current [initial / renewal] term ends on [Term end date].
- [Your company legal name] gives notice that it does not wish to renew the Agreement and that the Agreement will expire on [Term end date]. This notice is given at least [number] [days / months] before that date, as required by [Section / clause number].
- This notice applies to [the whole Agreement / the following order forms and services: [List]].
- Please confirm receipt and that the Agreement will end on [Term end date] without further renewal, by [Date].
- We will continue to perform and pay in accordance with the Agreement until the expiry date. Please send us your wind-down proposal, including return or deletion of our data under [Section / clause number], by [Date].
- If you consider that this notice does not satisfy the Agreement, please tell us in writing within [number] days stating the reason, so that any issue can be corrected before the deadline.
- All rights are reserved.
Sincerely,
[Name] [Title] [Your company legal name] [Contact email and phone]
Checklist before sending
| Check | Done |
|---|---|
| Term end date confirmed across the master agreement, order forms and amendments | [ ] |
| Deadline is receipt or dispatch, as the clause says | [ ] |
| Buffer added for delivery and weekends or holidays | [ ] |
| Channel, address and addressee match the clause | [ ] |
| Authorized signatory | [ ] |
| Proof of dispatch and copy saved; acknowledgment requested | [ ] |
This template is general information, not legal advice. Whether a notice is effective depends on the contract wording and applicable law, including any rules on auto-renewal disclosure in your jurisdiction.
Pactinel tracks renewal and notice deadlines to help you act before a non-renewal window closes; see the free plan.