This article provides a practical sample letter and general guidance for employees considering a contract renewal. Employment laws and contract terms vary by location, so treat the template as a starting point—not legal advice.
A fixed-term employment contract coming to an end can bring up important questions: Do you want to stay? Would you like to discuss new terms? And how should you raise the subject professionally?
A letter of intent to renew an employment contract is a written way to tell your employer that you are interested in continuing your employment. It can help open a clear, documented conversation about renewal. It is not necessarily the same as a signed renewal agreement, however, and its legal effect depends on its wording and the law that applies.
Below, you’ll find a sample letter you can adapt, along with tips for timing, format, and follow-up.
What Is a Letter of Intent to Renew?
A letter of intent to renew is a brief, professional message expressing your interest in extending or renewing your employment contract. Employees commonly use one to:
- Confirm that they would like to continue working for the employer.
- Ask whether the employer is open to renewing the contract.
- Request a conversation about the renewal terms.
- Express interest in discussing changes to the role, compensation, or contract duration.
The letter is often a conversation starter, not the renewal itself. Unless the document clearly says otherwise and meets applicable legal requirements, it may not amend or extend your existing contract. A renewal is generally documented through a new contract, an extension, or another written agreement signed or accepted by the relevant parties.
When Should You Send the Letter?
Check your current contract first. It may specify an expiry date, a notice period, a renewal process, or a deadline for telling the employer whether you wish to continue. Follow any stated procedure and allow enough time for the employer to review your request.
If the contract does not set a process, consider raising the matter well before the end date—often several weeks or months ahead, depending on your workplace and role. Sending the letter early can leave time to discuss terms and make plans if renewal is not possible.
Download or Copy the Sample Letter
Use the template below as a starting point. Replace the bracketed text with your details and remove any sections that do not apply.
[Your Full Name]
[Your Address]
[City, State/Province, Postal Code]
[Email Address]
[Phone Number][Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]Subject: Intent to Renew Employment Contract
Dear [Manager’s Name],
I am writing to express my interest in renewing my employment contract for my position as [Job Title] with [Company Name]. My current contract is scheduled to end on [Contract End Date].
I have valued the opportunity to contribute to [team, project, or organization], particularly through [brief example of an achievement or responsibility]. I would welcome the opportunity to continue in this role and support the team’s work.
Please let me know whether the company is open to renewing my contract and what the next steps would be. I would also appreciate the opportunity to discuss the proposed renewal period and any updated terms, including [optional: compensation, responsibilities, schedule, or other relevant terms].
This letter is an expression of my interest in discussing a renewal and is not intended to replace or amend my existing employment agreement. I understand that any renewal would need to be confirmed in a written agreement accepted by both parties.
Thank you for considering my request. I look forward to discussing this with you.
Sincerely,
[Your Full Name]
How to Save the Template
To make a copy you can edit:
- Copy the template into a word processor or email draft.
- Replace the bracketed placeholders with accurate information.
- Check your contract for any required form, recipient, or deadline.
- Save the final version in a common format such as DOCX or PDF if you need a document to download or attach.
What to Include in Your Letter
1. A clear subject line
Use a straightforward subject, such as “Intent to Renew Employment Contract” or “Request to Discuss Contract Renewal.” A clear subject helps your manager or HR team understand the purpose of the message.
2. Your current role and contract end date
Include your job title and the contract’s scheduled end date. This gives the recipient useful context and helps avoid confusion if the organization has multiple contracts or renewal discussions underway.
3. A direct statement of interest
Say plainly that you would like to continue working for the organization. Avoid language that could be read as a firm acceptance of terms that have not yet been proposed.
4. A brief note about your contribution
A sentence mentioning a project, responsibility, or accomplishment can make the letter more personal. Keep it relevant and factual; the letter is not usually the place for a full performance review.
5. An invitation to discuss terms
If you want to talk about the length of the renewal or changes to your role, say so professionally. You can raise compensation or other terms, but be clear that they are topics for discussion—not agreed terms—unless both parties have confirmed them.
6. A request for next steps
Ask who will handle the renewal and when you can expect a response. This makes it easier to move the process forward.
Email Version
If your workplace normally handles employment matters by email, you can adapt the template into a shorter message:
Subject: Request to Discuss Contract Renewal
Dear [Manager’s Name],
My current employment contract for my role as [Job Title] is scheduled to end on [Date]. I’m interested in continuing with [Company Name] and would welcome the opportunity to discuss whether a renewal is possible.
I’ve appreciated working on [brief example of contribution or project]. Please let me know the next steps and a convenient time to discuss the renewal period and any proposed terms.
Thank you,
[Your Name]
An email may be suitable for starting the conversation, but follow your contract and your employer’s procedures if they require a particular format or formal notice.
Tips for a Professional Request
- Review your contract before writing. Check renewal clauses, notice requirements, expiry dates, and any required method of communication.
- Keep the tone positive and direct. State your interest without implying that renewal is automatic.
- Be accurate about your accomplishments. Mention concrete contributions rather than making broad, unsupported claims.
- Separate interest from agreement. If you have not reviewed or accepted new terms, avoid language suggesting that you have.
- Keep a copy. Save your letter and any response, following your organization’s confidentiality and record-keeping policies.
- Follow up courteously. If you do not hear back within a reasonable period, send a brief follow-up or ask HR about the process.
Common Mistakes to Avoid
Waiting until the contract has nearly expired
A last-minute request may leave little time to discuss terms or arrange a transition. Start early enough to meet any contractual deadlines and allow for a response.
Assuming the contract renews automatically
Some agreements include automatic-renewal provisions, while others end on a specified date unless the parties take action. Read the wording carefully and ask HR or a qualified adviser if it is unclear.
Treating the letter as a signed renewal
An expression of interest does not necessarily extend your contract. Look for a formal written extension or renewal and review it before accepting.
Making an ultimatum unintentionally
If you have a firm deadline or other offer, you can communicate it professionally. But avoid threats or language that may distract from the renewal discussion.
Overlooking changed terms
A renewal may include changes to compensation, responsibilities, schedule, benefits, or contract duration. Review the full document—not just the end date—before agreeing.
What Happens After You Send It?
Your employer may respond with a proposed renewal, ask to meet, request more information, or explain that renewal is not available. If you receive new terms, compare them with your current agreement and make sure you understand any changes before signing or otherwise accepting.
If the proposed agreement is unclear, has significant financial or legal consequences, or conflicts with your understanding of the current contract, consider getting advice from an employment lawyer, union representative, or qualified employment adviser in your jurisdiction.
Sources and Further Reading
The following resources provide general information about employment agreements and fixed-term work. Rules differ by country and may also vary by state, province, or territory:
- International Labour Organization (ILO), “Employment relationship.” Overview of the employment relationship and relevant international labour standards: ilo.org/topics-and-sectors/employment-security/employment-relationship
- Acas, “Fixed-term employment contracts.” UK guidance on fixed-term contracts and related employment rights: acas.org.uk/fixed-term-contracts
- U.S. Department of Labor, “Employment Law Guide.” General information about U.S. federal employment laws: dol.gov/agencies/whd/compliance-assistance/handy-reference-guide-flsa
These sources do not replace local legal advice or the terms of your own contract.
Conclusion
A letter of intent to renew an employment contract is a simple, professional way to express interest and begin a conversation before your current agreement ends. State your request clearly, refer to the relevant contract dates, and invite a discussion about next steps. Most importantly, review any proposed renewal carefully and confirm the final terms in an appropriate written agreement.