Lincoln Road Apps

Free template from Keepwatch

Non-renewal letter template

Tell a vendor, landlord or service provider you won’t renew. Fill in the details and the letter writes itself; copy it, print it or download it for Word.

Prepared by Keepwatch’s founder, a former corporate attorney with more than 20 years of contract experience, including at an Am Law 25 firm. Last reviewed October 20, 2026.

From you

To them

Use the address in the contract’s notice clause, not the one on your invoices.

Use the method your contract requires.

The contract

With a notice period, the letter states it and the deadline is checked below.

Also ask them to

[Your name]
[Your title]
[Your company]
[Your address]
 
[Date]
 
VIA CERTIFIED MAIL, RETURN RECEIPT REQUESTED
 
[Company you have the contract with]
[Their notice address, from the contract]
 
Re: Notice of Non-Renewal of Services Agreement
 
To whom it may concern:
 
This letter is written notice that [Your company] does not intend to renew the above-referenced agreement with [Company you have the contract with] (the “Agreement”).
 
The Agreement requires not less than [notice period] written notice prior to the end of the current term. This notice is given on [Date], in advance of the [End of current term] expiration, and is intended to satisfy that requirement.
 
Accordingly, the Agreement will expire by its terms on [End of current term] and will not renew.
 
Please send a final invoice for any amounts you consider due through the end of the term.
 
Please acknowledge receipt of this notice.
 
Sincerely,
 
 
_______________________________
[Your name]
[Your title]
[Your company]

Templates for common contracts

The letter above works for most agreements. These versions add the requests that matter for particular kinds of contract:

Copier and equipment leaseReturn instructions, the service agreement and data on the device. Uniform, linen and mat servicePickup, unreturned items and the final invoice. Alarm monitoringWhen monitoring stops, equipment and your passcodes. Commercial lease: landlord to tenantOffice, retail or medical office space: surrender, reconciliation and the deposit.

What a non-renewal letter should include

  1. Who is giving notice and to whom, using the legal names in the contract.
  2. Which agreement, by title, date and account number, so there is no doubt what you mean.
  3. A clear statement that you do not intend to renew, and the date the current term ends.
  4. The notice requirement you are meeting, if you know it.
  5. A request to acknowledge receipt, plus anything you need from them, such as a final invoice.

Find your deadline first with the notice deadline calculator, and send the letter the way the notice clause requires.

The template, as text

The same letter with blanks in brackets, for copying into your own letterhead. The optional notice-period sentence is included; delete it if your contract doesn’t state a period.

[Your name]
[Your title]
[Your company]
[Your address]

[Date]

VIA CERTIFIED MAIL, RETURN RECEIPT REQUESTED

[Company you have the contract with]
[Their notice address, from the contract]

Re: Notice of Non-Renewal of Services Agreement

To whom it may concern:

This letter is written notice that [Your company] does not intend to renew the above-referenced agreement with [Company you have the contract with] (the “Agreement”).

The Agreement requires not less than [notice period] written notice prior to the end of the current term. This notice is given on [Date], in advance of the [End of current term] expiration, and is intended to satisfy that requirement.

Accordingly, the Agreement will expire by its terms on [End of current term] and will not renew.

Please send a final invoice for any amounts you consider due through the end of the term.

Please acknowledge receipt of this notice.

Sincerely,

_______________________________
[Your name]
[Your title]
[Your company]

Next year, don’t start from the contract. Keepwatch tracks the notice deadline for every contract you have signed, reminds you before each one, and drafts this letter from the contract’s own details. Free for three contracts on iPhone, iPad and Mac. Get Keepwatch.

Common questions

What is a non-renewal letter?

A written notice telling the other party that you will not renew a contract when its current term ends. Contracts that renew automatically usually require it by a deadline before the term ends; without it, the contract typically renews for another term.

When do I have to send a non-renewal letter?

By the notice deadline in your contract, which is usually a set number of days or months before the current term ends. Use the free notice deadline calculator to find the date, and allow time for delivery if the contract counts notice from when it is received.

How should I send it?

The way your contract’s notice clause requires. Many require certified mail, overnight courier or hand delivery, and some do not accept email. Keep the receipt or tracking record as proof of when the notice went out and when it arrived.

What if they don’t acknowledge the letter?

Follow up in writing and keep a copy. A missing acknowledgment does not by itself make your notice ineffective, but proof of delivery matters if the other side later says it never arrived.

Is a non-renewal letter the same as a termination letter?

Not quite. A non-renewal letter lets the contract run to the end of its current term and stops it renewing. A termination letter ends a contract early, which is only possible if the contract allows it, for example on notice or for a breach. This template is for non-renewal.

Linking to a filled-in letter

Add ?example to open the Miami example: https://lincolnroadapps.com/keepwatch/non-renewal-letter/?example.

To open the builder with details already filled in, put them after a #, which browsers never send to the server: https://lincolnroadapps.com/keepwatch/non-renewal-letter/#co=Your%20Company&rc=Their%20Company&end=2026-12-31&nn=60. Fields: co your company, nm name, ti title, ad address, rc recipient, at attention, ra their address, ag agreement title, agd agreement date, acct account number, loc location or premises, cc copy to, end end of term, nn notice period, nu days or months, nb calendar or business, dm delivery method. Dates are YYYY-MM-DD; use %0A for a new line in an address.

This template is sample language, not legal advice, and the builder runs entirely in your browser; nothing you type is sent anywhere. Your contract controls: check the notice clause for what the notice must say, who receives it and how it must be delivered. For advice about a specific agreement, consult an attorney.