Sample End Of Contract Notification Letter
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Today's Date]
[Recipient's Name]
[Recipient's Title/Position (if applicable)]
[Company/Organization Name]
[Address]
[City, State, ZIP Code]
Subject: End of Contract Notification
Dear [Recipient's Name],
I hope this letter finds you well. I am writing to formally notify you that the current contract between [Your Company/Organization Name] and [Recipient's Company/Organization Name], which commenced on [Contract Start Date], is set to expire on [Contract End Date].
Over the course of the contract period, we have enjoyed a mutually beneficial business relationship, and we are grateful for the opportunity to work together. Throughout our collaboration, we have achieved [mention any specific accomplishments or projects completed under the contract], and I believe that this partnership has been instrumental in advancing the objectives of both our organizations.
As we approach the end of this contract term, I would like to express our sincere appreciation for the professionalism, dedication, and commitment demonstrated by your team throughout this partnership. Your contributions have been invaluable, and we look forward to the possibility of exploring future opportunities for cooperation.
Per the terms of the contract, this letter serves as a formal notice of non-renewal. We do not intend to extend the current agreement beyond its expiration date. Please review the contract for any specific provisions related to the conclusion of the agreement.
In the coming days, our representatives will reach out to discuss the necessary steps to facilitate a smooth transition and ensure the seamless completion of any ongoing projects or obligations.
Should you have any questions or require any additional information, please do not hesitate to contact us at [Your Email Address] or [Your Phone Number].
Once again, thank you for your support and collaboration throughout the contract period. We wish you and your organization continued success in all your endeavors.
Sincerely,
[Your Name]
[Your Title/Position]
[Your Company/Organization Name]
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Formal End of Contract Notification Letter to Employee
Subject: End of Contract Notification
Dear [Employee’s Name],
This letter serves as formal notification that your employment contract with [Company Name], dated [Start Date], will conclude on [End Date], as per the terms originally agreed upon. Your position as [Job Title] will therefore officially end on that date.
We would like to thank you for your contributions to the company during your period of service. Your skills, efforts, and dedication have been highly appreciated, and we wish you continued success in your future endeavors.
Please coordinate with the HR department to complete all necessary exit procedures, including the return of company property and final settlement arrangements.
Sincerely,
[Your Name]
[Your Position]
End of Contract Notification Email to Employer
Subject: Notification of Contract End
Dear [Manager’s Name],
I am writing to confirm that my employment contract with [Company Name], which began on [Start Date], is scheduled to end on [End Date]. As per the terms of the agreement, this will serve as my formal notification regarding the conclusion of the contract.
I appreciate the opportunity to work at [Company Name] and to contribute to its goals. I am grateful for the experience and skills I have gained here.
Please let me know the next steps regarding final clearance and any exit formalities.
Kind regards,
[Your Name]
Official End of Contract Notification Letter to Contractor
Subject: End of Contract Notification
Dear [Contractor’s Name],
We would like to formally inform you that your service contract with [Company Name], covering the period from [Start Date] to [End Date], will come to its natural conclusion on [End Date]. This notification confirms that the contract will not be renewed or extended.
We value the services you have provided during the contract period and thank you for your professionalism and dedication. Your work has been instrumental in helping us achieve our goals.
Please ensure that all outstanding deliverables are completed before the end date, and coordinate with our accounts team for final payments.
Sincerely,
[Your Name]
[Your Position]
Casual End of Contract Notification Message for Freelancer
Subject: Contract Ending Soon
Hi [Freelancer’s Name],
Just a quick note to let you know that your contract with us, which started on [Start Date], is set to end on [End Date]. We’ve been happy with your work and appreciate your contributions.
This message serves as the official notice of contract completion. If there’s any possibility of extending or working together again in the future, we’ll be in touch.
Thanks again for your efforts.
Best,
[Your Name]
Heartfelt End of Contract Notification Letter to Teacher
Subject: Notification of Contract Conclusion
Dear [Teacher’s Name],
We are writing to inform you that your teaching contract with [School/Institution Name], which began on [Start Date], will end on [End Date]. While this marks the conclusion of your current term, we want to take this opportunity to express our heartfelt gratitude.
Your commitment to education and the care you have shown to your students has made a lasting impact. We sincerely appreciate your hard work and dedication throughout the contract period.
Please accept this letter as our official notification of the contract conclusion. We wish you every success in your future career and hope our paths cross again.
Warm regards,
[Your Name]
[Position]
Simple End of Contract Notification Email
Subject: End of Contract
Dear [Recipient’s Name],
This is to notify you that the contract dated [Start Date] will officially conclude on [End Date]. As agreed, no renewal or extension will follow.
Thank you for your cooperation.
Sincerely,
[Your Name]
End of Contract Notification Letter with Extension Option
Subject: Contract End Notification and Extension Option
Dear [Recipient’s Name],
We are writing to notify you that your contract with [Company/Organization Name], which started on [Start Date], is set to conclude on [End Date]. This letter serves as the formal end-of-contract notification.
However, we would like to discuss the possibility of extending the contract, should you be interested. Please confirm your availability and willingness to continue so we can arrange a renewal.
If no agreement is reached, the contract will naturally end as scheduled.
Sincerely,
[Your Name]
[Position]
Serious End of Contract Notification Letter for Non-Renewal
Subject: End of Contract – Non-Renewal Notice
Dear [Recipient’s Name],
This letter serves as formal notice that your contract with [Company Name], effective from [Start Date] to [End Date], will not be renewed upon its conclusion. The decision to end the contract was made after careful consideration, and this notice fulfills our obligation to inform you in advance.
We appreciate your service during the contract term and acknowledge the efforts you have put forth. Please ensure all responsibilities and obligations are completed before the contract end date.
Sincerely,
[Your Name]
[Your Position]
What is an end of contract notification letter and why do you need it?
An end of contract notification letter is a formal communication that informs the other party that an existing agreement or employment contract will conclude on a specific date. It is necessary to provide clarity, fulfill legal obligations, and ensure a smooth transition without misunderstandings. Such letters help avoid disputes by officially documenting the end of the contractual relationship.
Who should send an end of contract notification letter?
- Employers to employees whose fixed-term contracts are expiring.
- Employees to employers when they do not intend to renew.
- Companies to contractors, freelancers, or service providers.
- Institutions to teachers, researchers, or staff on term-based appointments.
- Landlords or tenants in rental agreements.
Whom should this letter be addressed to?
The recipient depends on the contract:
- Employees or staff in case of employer notifications.
- Employers or HR departments in case of employee notifications.
- Contractors, freelancers, or vendors for business agreements.
- Clients or customers when service contracts are ending.
- Landlords or tenants for rental agreements.
When do you need to send an end of contract notification letter?
You should send this letter when:
- A fixed-term employment contract is nearing its end.
- A service contract with a vendor or freelancer is about to expire.
- A lease or rental agreement is finishing.
- The company has decided not to renew a consultant’s contract.
- An employee wishes to formally confirm their last working day.
How to write and send an end of contract notification letter
- Begin with a clear subject line or heading.
- Address the recipient politely.
- State the start and end date of the contract.
- Clarify whether the contract will end naturally or not be renewed.
- Express appreciation for contributions or services.
- Provide any follow-up steps such as settlement, clearance, or return of property.
- Send via the agreed channel: printed letter, email, or HR system.
Requirements and prerequisites before sending
- Review the contract terms for notice period obligations.
- Ensure you provide the required advance notice.
- Prepare settlement details, including final payments or deliverables.
- Collect all relevant records or reports for closure.
- Confirm internal approval before issuing the letter.
Formatting guidelines for an end of contract notification letter
- Keep it professional and clear.
- Avoid unnecessary details; focus on dates and decisions.
- Use a formal or neutral tone depending on context.
- One page is usually sufficient.
- Include appreciation or gratitude where appropriate.
After sending: what should you do?
- Confirm receipt of the letter.
- Begin handover or clearance processes.
- Return or request return of any company property.
- Settle payments and dues.
- If renewal is possible, initiate discussions promptly.
Pros and cons of sending an end of contract notification letter
Pros:
- Ensures legal compliance and avoids disputes.
- Maintains professionalism and clarity.
- Provides an official record of closure.
Cons:
- May create discomfort if the recipient expected renewal.
- Can affect relationships if the message is not worded carefully.
Common mistakes to avoid
- Sending the notification too late.
- Forgetting to mention the actual end date.
- Using an overly harsh or negative tone.
- Failing to thank the recipient for their service.
- Ignoring follow-up requirements like clearance or final payments.
Elements and structure of the letter
- Subject line or heading.
- Greeting.
- Statement of contract end date.
- Mention of renewal or non-renewal (if applicable).
- Appreciation or acknowledgment.
- Closing statement and signature.
Tricks and tips for writing an effective letter
- Use simple and straightforward wording.
- Give ample notice ahead of contract end.
- Balance professionalism with appreciation.
- Keep a copy for recordkeeping.
- Use polite but firm language if renewal is not possible.
