Template
Non-renewal notice letter
A non-renewal notice tells a vendor you are using your right under the contract not to let it renew automatically. Keep it short and factual, send it exactly the way the contract’s notices clause says, and send it early in the window. Not legal advice: your contract’s wording decides.
[Your company name]
[Street address]
[City, State ZIP]
[Date]
Sent by [certified mail, return receipt requested / the method your contract requires]
[Vendor legal name]
Attn: [name or department in the notices clause]
[Notices address from the contract]
Re: Notice of non-renewal, [agreement name] dated [agreement date], account [number]
Dear [name],
Under section [number] of the agreement referenced above, [your company name] gives notice that it will not renew the agreement. The current term ends on [term end date], and the agreement should not renew or after that date.
This notice covers service at [service address or addresses]. Please continue service under the current terms until the end of the term.
Please confirm in writing, to [email address], that you have received this notice and that the agreement will not renew automatically.
We may be glad to discuss a new agreement, separately from this notice.
Sincerely,
[Name]
[Title]
[Phone] · [Email]