Free template from Keepwatch
Uniform and linen service non-renewal letter
End a uniform, linen, mat or towel rental agreement at the end of its term, and settle the final pickup and invoice.
Before you send it
- Find the term and the renewal clause. Uniform and linen rental agreements often run for several years and renew automatically unless notice is given within a window before the term ends. Find your date with the notice deadline calculator.
- Check the charges for ending. Many agreements charge for garments or items that aren’t returned, and some for the remaining value of items made for you, such as embroidered uniforms. Know what to expect before the final invoice arrives.
- Count what you have. Reconcile the items on site against the company’s list before collection, and get a signed receipt for what is picked up.
- Look for a service-problem clause. Some agreements let you end early if service problems are reported in writing and not fixed. If that is your situation, that clause has its own steps; this letter is for ending at the end of the term.
- Keep proof. Send the letter the way the agreement requires and keep the receipt.
Other contracts: all letter templates.
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
[Service company]
[Their notice address, from the contract]
Re: Notice of Non-Renewal of Rental Service Agreement
To whom it may concern:
This letter is written notice that [Your company] does not intend to renew the above-referenced agreement with [Service company] (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 schedule the collection of all garments, linens, mats and other rental items at our location for the end of the term, and make no deliveries after that date.
Please send an itemized list of the items you show as issued to us, so that we can reconcile it before collection.
Please send a final invoice, itemizing any charges for unreturned or replacement items, so that we can review it before payment.
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
How do I cancel a uniform or linen service contract?
Give written notice of non-renewal by the deadline in the agreement, sent the way its notice clause requires. The contract usually then runs to the end of its current term. Ending earlier depends on what the agreement allows.
Will I be charged for uniforms when I cancel?
Possibly. Many rental agreements charge for items that are not returned, and some for the remaining value of items made or bought for your account. Check the agreement’s termination and charges sections, and ask for an itemized final invoice.
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.
Linking to a filled-in letter
Add ?example to open the Miami example: https://lincolnroadapps.com/keepwatch/non-renewal-letter/uniform-linen-service/?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/uniform-linen-service/#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.