What Is a Sample Letter for a Non-Renewal Contract?


A sample letter for a non-renewal contract outlines for people the information they must include to notify someone he or she won’t be continuing a job or continuing an apartment lease.

Non-renewal contracts are generally used for employment. They can be used by an employer to notify an employee that he or she will no longer be offered a position of employment at the place of work, or are a way for the employee to formally announce that he or she will no longer be working at the place of employment. Non-renewal contracts are also found in the realm of real estate and housing. They are used by tenants to state, in writing, that they will be vacating an apartment or rented space after a certain date.

Non-Renewal Contract Components As with other formal documents, non-renewal contracts are expected to contain some basic information to convey their message. The point of a non-renewal contract is to convey the message to an employer or a landlord that an individual will no longer be working or living there past the expiration date of the current agreement, explain lawyers at Priori Legal. A sample letter of non-renewal for a company should begin with the date. This is important because it shows what time period the parties acknowledge the non-renewal contract will begin. People can consult a lawyer, if needed, to help identify a good termination date and work around any timing issues that may arise from an employee and an employer, says Priori Legal.

The letter should then proceed with the recipient’s name, address and a greeting. The letter should be written to the attention of the responsible party. Following that opening, the letter will have the basic outline of an introduction, the reason for the non-renewal, options available for the receiving party and a conclusion. The letter can also cite a legal explanation for the non-renewal if appropriate. After concluding the letter, the sender should always request verification that the responsible party has received the letter and acknowledges the letter’s contents. The easiest and most convenient way to accomplish this is by leaving space at the bottom of the letter for the recipient to sign his or her name and send it back to the person who wrote the letter.

Formalities and Etiquette Sometimes, people may want to call or communicate with the other party before sending the letter, say lawyers at Priori Legal. This is particularly true in situations where a long-term employee is leaving a company or a company is releasing an employee due to unforeseen circumstances or hardship. While this isn’t a legal requirement, it can salvage a good relationship between the two parties, especially if there is the potential for them to work again or have interactions again in the future.

In this case, the non-renewal letter can simply act as a written confirmation of the previously discussed situation. Even when the two parties discuss the situation via phone, in person or some other means of communication, they will have to have a written letter for legal reasons and for documentation. When writing the letter, people should be aware that there may be specific requirements for delivery, such as via certified mail.