When it comes time to part ways with an employee whose contract is up for renewal, it`s important to handle the situation professionally and respectfully. One way to ensure that your communication is clear and concise is to provide a written notice letter for not renewing the employment contract. This letter should include specific details about the contract`s expiration date, reasons for non-renewal, and any important information or responsibilities that the employee should be aware of. Here`s a sample notice letter that you can use as a template for crafting your own:

[Your Company Letterhead]


[Employee`s Name and Address]

Dear [Employee`s Name],

It is with regret that I inform you that your employment contract with [Company Name] will not be renewed beyond its current expiration date of [Date]. Your last day of work will be [Date].

This decision was not made lightly, and is based on a variety of factors, including [briefly describe the reasons for non-renewal, such as poor work performance, budget constraints, or changes in company needs]. It is important to us to ensure that our team is composed of individuals who are aligned with our mission and values, and we have determined that it is in the best interest of the company not to renew your contract.

Please note that you are entitled to [briefly describe any compensation or benefits that the employee will receive upon the contract`s expiration, such as any accrued vacation time, severance pay, or continuation of health benefits]. Additionally, you are expected to fulfill any outstanding responsibilities and obligations associated with your position up until your last day of work.

We appreciate your contributions to our company during your time here and wish you all the best for your future endeavors. If you have any questions or concerns about this decision, please do not hesitate to reach out to me or another member of the HR team.


[Your Name and Title]

[Company Name]

By providing a clear and professional notice letter for not renewing an employment contract, you can help ensure that both you and the employee are able to move forward with respect and dignity. Remember to keep your communication concise, honest, and empathetic, and to provide any necessary information or support to help the employee transition smoothly out of the company.