Contract Renewal Reminder Email Templates (Copy-Paste Ready)

Most contract renewals don't get missed because no one cared. They get missed because no one sent the right message at the right time.

A clear, well-timed email is often the difference between catching a renewal early enough to renegotiate — and discovering the charge on your statement after the window closed.

These templates cover the full renewal lifecycle: internal alerts, vendor outreach, negotiation requests, and cancellation notices. Copy them, adapt the details, and use them as the backbone of a consistent renewal process.

How to Use These Templates

Each template includes placeholders in [brackets]. Replace them with your actual details before sending.

A few principles worth keeping in mind:

Send internal reminders before vendor outreach. Your team needs to make a decision before you engage the vendor.
Be specific about dates. Vague reminders get ignored. Specific deadlines get acted on.
Keep vendor emails short. Vendors receive hundreds of renewal requests. Brevity signals confidence.
Always confirm cancellations in writing. Verbal agreements don't protect you.

Internal Renewal Reminders

These go to your team — finance, operations, or whoever owns the renewal decision.

Template 1: 90-Day Internal Alert

Use this to flag an upcoming renewal early. No decision needed yet — the goal is visibility.

Subject: [Vendor Name] contract renewal — 90 days out
Hi [Name],
A heads-up that our [Vendor Name] contract is due for renewal on [Renewal Date] — that's approximately 90 days from now.
Current contract details:
Annual cost: [Amount]
Contract term: [Term Length]
Cancellation notice required: [X days]
Last day to cancel: [Cancellation Deadline]

No action needed yet, but it's worth flagging now so we have time to review usage and make a deliberate decision before we're up against the deadline.
I'll follow up closer to the 60-day mark.
[Your Name]

Template 2: 60-Day Internal Review Request

Use this to prompt a usage review and ownership assignment. This is the decision point.

Subject: [Vendor Name] renewal decision needed — 60 days Hi [Name], The [Vendor Name] contract renews on [Renewal Date]. We now have approximately 60 days — which means the cancellation window closes on [Cancellation Deadline]. Before that date, we need to decide whether to: Renew as-is Renegotiate terms or pricing Downgrade or right-size the plan Cancel To make that call, it would help to know: Current usage across the team Whether the tool is still actively relied on Any known pricing benchmarks or alternatives Can you confirm who owns this decision, and whether you need anything from me to move it forward?

[Your Name]

Template 3: 30-Day Urgent Internal Alert

Use this when a decision is overdue. Be direct — there's no buffer left.

Subject: Action required — [Vendor Name] renewal in 30 days
Hi [Name],
This is a final reminder that the [Vendor Name] contract renews on [Renewal Date].
The cancellation deadline is [Cancellation Deadline] — [X] days from today.
If we haven't decided, we need to by end of this week. Once the cancellation window closes, we're locked in for another [Term Length].
Current status: [Renewing / Under review / Pending decision]
Please confirm next steps.
[Your Name]

Template 4: Escalation to Finance or Leadership

Use this when a decision is stalled and the deadline is approaching.

Subject: Escalation — [Vendor Name] renewal requires decision by [Date]
Hi [Name],
I wanted to flag that the [Vendor Name] contract renews on [Renewal Date], with a cancellation deadline of [Cancellation Deadline].
We haven't confirmed a decision yet, and I want to make sure this doesn't slip through.
Annual value: [Amount]
Decision needed by: [Cancellation Deadline]
Options on the table:
Renew at current terms
Renegotiate before renewal
Cancel before [Cancellation Deadline]

Happy to provide more context or pull usage data if that helps move this forward.
[Your Name]

Vendor Renewal Outreach

These go directly to your vendor contact or account manager.

Template 5: Request for Renewal Quote

Use this early — ideally at the 60-day mark — to give yourself room to negotiate.

Subject: [Company Name] renewal — request for updated quote
Hi [Vendor Contact Name],
Our [Product Name] contract is due for renewal on [Renewal Date]. Before we confirm, I'd like to request an updated quote for the upcoming term.
Current arrangement:
Plan: [Current Plan]
Users: [Number of Users]
Annual cost: [Current Amount]

We're open to discussing multi-year terms or adjustments to our user count. Please send through options by [Date — ideally 2-3 weeks before cancellation deadline].
Thanks,
[Your Name]
[Company Name]

Template 6: Renegotiation Request

Use this when you want to push for better pricing. Be specific, and don't lead with urgency.

Subject: [Product Name] renewal — pricing discussion
Hi [Vendor Contact Name],
We're reviewing our [Product Name] contract ahead of the [Renewal Date] renewal.
We've been a customer for [X years] and value the product, but the current pricing of [Amount] is under review alongside other tools in our stack.
We'd like to discuss options before confirming renewal. Specifically, we're interested in:
A reduction to [Target Amount or %] based on our usage and tenure
Flexibility on [specific term, e.g. user count, contract length, payment terms]

We're in a position to commit quickly if the terms work. Are you available for a brief call this week?
[Your Name]
[Company Name]

Template 7: Renewal Confirmation

Use this once you've agreed to renew. Always confirm in writing.

Subject: [Product Name] renewal confirmation — [Renewal Date]
Hi [Vendor Contact Name],
Following our conversation, I'm writing to confirm renewal of our [Product Name] contract on the following terms:

Plan: [Plan Name]
Term: [Start Date] to [End Date]
Annual cost: [Amount]
Payment method: [Invoice / Credit card / Bank transfer]

Please send through the updated agreement for our records.
If anything differs from the above, let me know before proceeding.
Thanks,
[Your Name]
[Company Name]

Cancellation Notices

These are the most important emails to get right. Vague cancellation requests create disputes. Be explicit.

Template 8: Standard Cancellation Notice

Use this when you've decided not to renew. Send it well within the required notice period and keep a copy.

Subject: Cancellation notice — [Product Name] contract [Account/Contract ID]
Hi [Vendor Contact Name],
Please accept this as formal written notice of cancellation for our [Product Name] subscription.
Account details:
Company: [Company Name]
Account ID / Contract reference: [ID]
Current contract end date: [Date]
Notice being given: [X days before renewal, per contract terms]

We are not requesting renewal. Please confirm receipt of this cancellation and advise on any required steps to complete the process.
[Your Name]
[Title]
[Company Name]

Template 9: Cancellation with Data Export Request

Use this when you need to retrieve data before the account closes.

Subject: Cancellation notice and data export request — [Product Name] Hi [Vendor Contact Name], I'm writing to give formal notice of cancellation for our [Product Name] account, effective [Date]. In addition to cancelling the subscription, I'd like to request an export of our account data before access is removed. Please advise on: What data is available for export The format it can be provided in The timeline for access after the cancellation date Account reference: [Account ID] Please confirm receipt of this cancellation request. [Your Name]

[Company Name]

Template 10: Dispute After Unexpected Auto-Renewal

Use this if a contract renewed without your knowledge, or if you believe the vendor failed to provide adequate notice.

Subject: Dispute — unexpected auto-renewal charge — [Product Name]
Hi [Vendor Contact Name],
I'm contacting you regarding an unexpected charge of [Amount] on [Date] for the renewal of our [Product Name] subscription.
We did not intend to renew this contract, and [were not notified in advance / notified you of cancellation on [Date]]. I'd like to request a full refund or, where that isn't possible, a prorated credit.
For reference:
Account: [Company Name / Account ID]
Charge date: [Date]
Amount charged: [Amount]
Supporting documentation: [Attach any cancellation confirmation, emails, or contract terms as relevant]

Please respond within 5-7 business days with a resolution.
[Your Name]
[Title]
[Company Name]

What Makes a Renewal Email Actually Work

The templates above are only useful if they're sent at the right time. A 30-day cancellation notice that arrives on day 28 leaves almost no room to act.

The timing matters as much as the wording:

90 days out — Internal alert. Assign an owner.
60 days out — Internal review. Start vendor conversations if renegotiating.
30 days out — Final internal push. Send cancellation notice now if needed.
Before the cancellation deadline — Any cancellation must be confirmed in writing.

Miss the window by a single day on a 30-day notice clause and you're typically locked in for another full term.

One Process Worth Having

The real problem most teams face isn't bad email writing — it's that no one sends the email at all.

Renewals get missed because they rely on someone remembering to check, someone knowing which contracts are coming up, and someone following through consistently. That's a lot of single points of failure.

The templates above are the content. The harder part is having a system that triggers them at the right time, for every contract, without relying on memory.

*Want the reminders sent automatically?

Termedora tracks your contract renewal dates and sends escalating alerts at 90, 60, and 30 days — so the right email goes out before the deadline, every time.*