Email template · Resignation and offboarding
End of contract email
In short
An end of contract email confirms that a fixed-term employment contract or contractor agreement will end on its scheduled date and won't be renewed. It states the end date, final pay or invoicing, equipment return and benefits, and thanks the person for the work. Templates below cover fixed-term employees, independent contractors, an extension offer and a short notice.
When to send it: Send it at least the notice period your contract requires, and as a rule two to four weeks before the end date even when the contract says nothing. For a renewal or extension offer, send it four to six weeks out so the person can plan.
End of contract email: 4 versions
Fixed-term employee: non-renewal
SubjectYour contract end date: [End Date]
Hi [First Name], I'm writing to confirm that your fixed-term contract as [Job Title], which began on [Start Date], will end as scheduled on [End Date]. We won't be renewing it, because [brief reason, e.g. the system migration project it was created for finishes this month]. This is about the role, not your performance. [Manager Name] has told me how much the team relied on you, particularly for [specific contribution]. What happens next: - Last working day: [End Date] - Final pay: [Final Pay Date], including [any accrued PTO or completion bonus as per your contract] - Benefits: coverage ends on [Coverage End Date]. COBRA information will come separately from [Benefits Administrator]. - Equipment: please return [items] to [Person] by [End Date]. I'm glad to provide a reference, and we'd be happy to hear from you if you see another opening with us. Thank you for your work. [Your Name] [Title], [Company]
Independent contractor: agreement ending
SubjectWrapping up our agreement on [End Date]
Hi [First Name], This is to confirm that our [consulting / services] agreement dated [Agreement Date] will end on [End Date], as set out in [section or term of the agreement]. We won't be extending it at this point. To close things out: - Please send your final invoice for work through [End Date] by [Invoice Deadline]. We'll pay it within [Payment Terms] as agreed. - Please hand over [deliverables, files, documentation] to [Contact Name] by [Date]. - Your access to [systems] will end on [Access End Date]. - The confidentiality terms in section [Number] continue after the agreement ends. Thank you for the quality of work on [project]. If our needs change, I'll be in touch. [Your Name] [Title], [Company]
Offering an extension
SubjectExtending your contract beyond [End Date]
Hi [First Name], Your current contract as [Job Title] ends on [End Date], and we'd like to extend it to [New End Date]. The terms would stay the same, [or note changes, e.g. with a pay rate of $[Rate] per hour]. [Manager Name] is especially keen to keep you on [project or team]. Could you let me know by [Reply Deadline] whether you'd like to continue? If yes, I'll send the extension agreement for e-signature the same day. Happy to talk it through if you have questions. [Your Name] [Title], [Company]
Short confirmation
SubjectConfirming your contract end date
Hi [First Name], Just confirming that your contract ends on [End Date] as planned. Your final pay will be on [Final Pay Date], and [Person] will collect your [badge and equipment] on your last day. Thank you for your work these past [Number] months. [Your Name] [Company]
Subject line ideas
- Your contract end date: [End Date]
- Your fixed-term contract ending on [End Date]
- Contract non-renewal: next steps
- Wrapping up our agreement on [End Date]
- Extending your contract beyond [End Date]
- Confirming your contract end date
- Contract expiry notice for [First Name]
SMS and WhatsApp version
Hi [First Name], it's [Your Name] at [Company]. A reminder that your contract ends on [End Date]. I've emailed details on final pay and equipment return. Thank you for your work with the team, and call me at [Phone Number] with any questions.
Placeholders to replace: [First Name], [Job Title], [Start Date], [End Date], [New End Date], [Final Pay Date], [Coverage End Date], [Benefits Administrator], [Agreement Date], [Invoice Deadline], [Payment Terms], [Access End Date], [Reply Deadline], [Rate], [Manager Name], [Contact Name], [Phone Number], [Your Name], [Title], [Company]
Employee or contractor: pick the right template
The first decision is who you're writing to, because the obligations are different. A fixed-term employee is on your payroll: final pay rules, PTO payout policies, COBRA and unemployment insurance all apply when the contract ends. An independent contractor invoices you under a services agreement; you owe them payment on the agreed terms and nothing else, and the email should read like one business closing a deal with another.
Writing to a contractor as though they were staff ("your benefits end on…", "please attend your exit interview") is more than awkward. It can be used as evidence that the person was misclassified. If you aren't sure which bucket someone is in, check the agreement and talk to HR before sending anything. For a temp placed through an agency, the agency is the employer and usually sends the assignment end email itself.
Notice and timing
Read the contract first. Many fixed-term agreements specify a notice period for non-renewal, and missing it can trigger an automatic extension or a claim for pay in lieu of notice. Outside the US, rules can be much stricter: in several countries, repeated fixed-term renewals can turn a contract into a permanent one, and ending it then needs a lawful reason.
Even where no notice is required, two to four weeks is the decent minimum. People on contracts are usually looking for their next role already; a clear end date helps them plan and makes them more likely to come back for the next project. Contract and temp workers in high-volume operations, like seasonal warehouse staff or a contact center surge team, should get the same courtesy, in a shorter format. Keep the agreements and these letters together in your document templates so dates and terms match.
What to include
- The end date and the contract it refers to, by title and start date.
- Whether it's being renewed, and if not, a short reason when one exists (project ended, budget, funding).
- Final pay or final invoice with dates.
- Benefits end date for employees.
- Equipment and access: what to return and when systems turn off.
- Continuing obligations, like confidentiality, for contractors.
- A reference offer if you'd give one.
Keep the language neutral. A non-renewal is not a firing, and the email shouldn't read like one. If performance was the actual reason a contract isn't extended, handle that conversation in person and keep the letter factual.
Legal notes
In most US states, a fixed-term employee whose contract simply runs out may be eligible for unemployment benefits, since the end of a contract is generally treated as a separation not caused by the employee. Don't describe it as a resignation. Final pay timing follows state law, the same as for any other separated employee. For contractors, the questions are about classification: the IRS common-law test, the FLSA economic reality test and state tests such as California's ABC test all look at control and independence, not the label on the agreement. See the glossary on contract staffing for how agency arrangements differ, and use a proper temporary employment contract to set end dates from the start. This is general information and rules vary by state and country.
Mistakes to avoid
- Letting the end date pass silently and then dealing with someone who shows up the next Monday.
- Using a [termination email](/hr-email-templates/termination-email/) for a contract that simply expired.
- Promising a renewal in conversation and then sending a non-renewal letter.
- Forgetting system access for contractors, who often have broad permissions and no IT offboarding.
- Missing the contractual notice date for non-renewal.
Frequently asked questions
How do I write an end of contract email to an employee?
Confirm the contract title and end date, say it won't be renewed and why if appropriate, then list final pay, benefits end date, equipment return and a contact. Thank them and offer a reference if you would give one.
How do you write a contract non-renewal email?
Reference the contract and its end date, state clearly that it won't be renewed, keep the reason short and factual, and set out the practical steps before the end date. Check the contract for a required notice period first.
How much notice should I give that a fixed-term contract is ending?
At least what the contract requires. Where it says nothing, two to four weeks is a reasonable standard, and longer for senior or long-running contracts.
What is a contract expiry notice?
It's a written notice that a contract will end on its scheduled date. It can confirm non-renewal, invite discussion about an extension, or simply remind both sides of the date.
Can someone get unemployment when a fixed-term contract ends?
In many US states, yes, because the separation wasn't the employee's choice. Eligibility depends on state rules and the person's work history.
Do I need to give a reason for not renewing a contract?
Usually not legally in the US, but a short honest reason helps the relationship. Make sure the reason isn't connected to a protected characteristic, leave or a complaint.