Template
Contract renewal decision checklist
Short answer
Use this checklist 90 to 120 days before a contract's non-renewal deadline to decide whether to renew, renegotiate or leave. It prompts you to confirm dates and notice mechanics, assess usage, cost and risk, and record the decision with the owner before the deadline passes.
By Pactinel editorial teamReviewed on October 22, 20262 min read
How to use
- Start at least [number] days before the notice deadline; allow time for internal approval and delivery.
- Fill in the key facts table from the effective terms (original agreement plus amendments and order forms).
- Work through each section and record evidence.
- Make a decision, name the owner, and record the date.
- If leaving, use the non-renewal notice or termination notice. Check the notice clause for channel, address, addressee, deadline and deemed receipt, and keep proof of dispatch.
Key facts
| Field | Value |
|---|---|
| Contract and counterparty | [Contract title], [Counterparty legal name] |
| Current term end date | [Date] |
| Renewal type and length | [Automatic for [length] / by agreement] |
| Non-renewal notice deadline | [Date] (received / sent) |
| Notice channel, address, addressee | [From the notice clause] |
| Annual value | [Amount and currency] |
| Price change on renewal | [Fixed uplift / index / none] |
| Business owner | [Name] |
Checklist
| Area | Question | Answer or evidence | Done |
|---|---|---|---|
| Dates | Are the term end and deadline confirmed across all documents? | [ ] | [ ] |
| Dates | What is the last safe dispatch date, with delivery time and buffer? | [Date] | [ ] |
| Value | Was the service actually used as planned? Usage data. | [ ] | [ ] |
| Value | Are there unresolved performance problems or missed service levels or credits? | [ ] | [ ] |
| Cost | What will the renewal cost, including the price adjustment? | [ ] | [ ] |
| Cost | Are market alternatives or a renegotiation worth pursuing? | [ ] | [ ] |
| Terms | Which terms do we want changed (term length, caps, termination rights, scope)? | [ ] | [ ] |
| Risk | Are insurance, data protection and security documents current? | [ ] | [ ] |
| Dependencies | What depends on this contract? Who is affected if it ends? | [ ] | [ ] |
| Exit | If leaving: data return, transition, final invoices, replacement ready? | [ ] | [ ] |
Decision record
| Field | Value |
|---|---|
| Decision | [Renew as is / Renew and renegotiate / Do not renew / Terminate] |
| Approved by | [Name and role] |
| Date | [Date] |
| Notice sent on / by | [Date], [Method] |
| Follow-up actions | [List] |
This checklist is general information, not legal advice. Whether and when you may exit depends on the contract and applicable law.
Pactinel tracks renewal and notice deadlines so decisions are made early; see the free plan.