Employment Contract Renewal email template

Why does it matter?

Employment contract renewals are an essential part of maintaining a strong employer-employee relationship. It provides clarity and security for both parties and ensures that everyone is on the same page about their roles and responsibilities.

Renewal emails also show that the employer values the employee and is willing to continue investing in their growth within the company.

When to send?

Employment contract renewal emails should be sent to employees at least 30-60 days before their current contract expires. This gives both the employer and the employee enough time to negotiate the terms of the new contract and avoid any misunderstandings.

What to include?

When sending an employment contract renewal email, it is essential to include the following information:

1. Employee Name: Address the employee by name to personalize the email and make it sound less like a generic message.
2. Contract Expiration Date: State the date that the current contract is set to expire to create a sense of urgency and remind the employee of the upcoming deadline.
3. Offer Details: Clearly outline the details of the new contract, including the job title, salary, benefits, and any other relevant terms.
4. Response Deadline: Specify the deadline for the employee to respond to the renewal offer, so you can finalize the agreement before the current contract expires.
5. Contact Information: Provide contact information for the recruiter or hiring professional who will be handling the contract renewal process.

Template Email

Subject: Employment Contract Renewal Offer

Dear [Employee Name],

I hope this email finds you well. As you are aware, your current employment contract with [Company Name] is set to expire on [Contract Expiration Date]. I am writing to renew your contract for another [Duration] years.

We value your contributions to our company and would like to offer you the following terms:

[Job Title] position [Salary] per annum [Benefits] [Other relevant terms]

Please note that this is a preliminary offer, and we are open to discussing any changes or additions you would like to make to the contract. If you accept this offer, please respond to this email by [Response Deadline] to indicate your acceptance.

If you have any questions or concerns about the offer or the renewal process, please do not hesitate to contact me at [Contact Information]. I look forward to hearing from you soon.

Best regards,

[Your Name] [Your Position] [Company Name]