Contract Renewal Cover Letter Sample

When an employee signs a contract with her employer, it typically covers a certain amount of time before it is either renewed or terminated. If you want to renew your contract when the current term is expired, write a letter to your employer beforehand. The letter should highlight your accomplishments and successes on the job, as well as positive evaluations you have received.

1. Determine if there is a contract renewal provision in your employment contract. The renewal provision should explain how the renewal process should take place and who is in charge of initiating the process. If the renewal provisions of the contract put forth a specific procedure, be sure to follow that procedure.

2. Determine if you want to simply renew your employment contract or if you want to re-negotiate your contract. If you have proven yourself to be an extremely valuable employee, and the company is in good enough shape financially to spend more on salaries, ask for a salary increase in your renewal letter. Keep in mind that most employers expect that employees will want more money at the beginning of a new employment term.

3. Determine who the letter should be addressed to. In most cases, you will send it to your immediate supervisor or the senior executive in charge or personnel, though different companies have different procedures. Ask your supervisor or the HR manager who it should be sent to.

4. Draft a letter that follows the correct business letter format. Include the date at the top, the purpose of the letter, and the person to whom it is written.

5. State when your contract is set to expire and your reasons for seeking renewal. Explain the reasons why you believe it will be beneficial to your employer to renew your contract and be sure to provide an appropriate time frame for a response.

6. Devote a couple of paragraphs to listing some of your major accomplishments and successes during your most recent term of employment. These might include new product ideas that helped increase sales, new clients you helped bring on board, or a project you oversaw that helped the company save money and improve profits.

7. Include a brief statement about your continued interest in working with the company and the goals you hope to achieve should your contract be renewed. Include your name and signature at the bottom of the letter.


  • Don't send a letter if your employment contract states that your employer will contact you regarding the renewal process.

About the Author

Louis Kroeck started writing professionally under the direction of Andrew Samtoy from the "Cleveland Sandwich Board" in 2006. Kroeck is an attorney out of Pittsburgh, Pennsylvania specializing in civil litigation, intellectual property law and entertainment law. He has a B.S from the Pennsylvania State University in information science technology and a J.D. from Case Western Reserve University in Cleveland, Ohio.

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Eric Fred

General Manager

Glow Company Private Limited

New York

6th September 2012

Subject: Contract renewal request letter

Respected Mr. Fred,

I am Bob Charles, working at your company in the Financial Department. I was employed in this organisation two years back, i.e., September 2010.My work contract is due to expire this October 2012. I am writing to request you to kindly renew the working contract and update me about my extended employment status.

I have been linked to Glow Company Private Limited for more than 2 years now. I know all the financial problems and their immediate solutions. I have developed fairly good skills working at the position of a financial executive. As an employee at your company, I respect my employment position and I therefore request you for the renewal of my working contract.

I hope that you understand that I would need to know your response of the renewal before my contract expiring date. I would be grateful to you if you extend my employment and working contract, at your earliest convenience so that I may have enough time to submit my files and documents.

Thanks a lot for your time and consideration.


Bob Charles

Financial Executive

Glow Company Private Limited


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