When your employment contract is approaching its expiration date, you are not always obligated to provide a standard resignation letter, but doing so is a best practice. It formally documents your decision not to renew or extend the agreement, ensuring a smooth transition. Using a clear, polite template helps you maintain a positive relationship with the company for future networking or references.
Example letter
TechFlow Solutions
Please accept this letter as formal notification that I will not be renewing my employment contract when it expires on May 31, 2026. My last day of work will be the final day of my current agreement.
I have thoroughly enjoyed my time working with the team at TechFlow Solutions over the past six months. I am grateful for the opportunity to contribute to the new mobile application launch and appreciate the support and guidance you have provided during my tenure.
In the weeks leading up to my departure, I am fully committed to wrapping up my current assignments and assisting with the handover of my responsibilities. Please let me know how I can best facilitate a seamless transition.
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Build your resume →Tips for writing this letter
1. Check your contract terms
Before writing your letter, review your original contract to ensure you are meeting any specific notice requirements. Some contracts require 30 days' notice even if the term is ending naturally.
2. Be clear about your final date
Explicitly state the exact date your contract ends and confirm that it will be your final working day. This eliminates any confusion for HR and your manager.
3. Keep it positive
Even if you are choosing not to renew because you disliked the role, maintain a professional and appreciative tone. Contract work relies heavily on good references and networking.
4. Offer transition assistance
Contractors often hold specialized knowledge. Offering to document your processes or train a replacement leaves a lasting positive impression.
Do's and don'ts
✓ Do
- Give appropriate notice as stipulated in your agreement
- Express gratitude for the experience and opportunities
- Offer specific ways you can help during the transition period
✗ Don't
- Assume the company knows you are leaving without written notice
- Use the letter to air grievances or complain about the contract terms
- Leave projects undocumented or unfinished without a handover plan
Frequently asked questions
Do I need to write a resignation letter if my contract is just ending?
Yes, it is highly recommended. Even though the end date is predetermined, a formal letter clarifies your intentions not to renew and serves as official documentation for HR.
How much notice should I give when my contract is expiring?
Check your contract first, as it may specify a notice period. If it doesn't, providing at least two weeks' notice before the end date is the standard professional courtesy.
Should I explain why I am not renewing the contract?
You are not required to provide a detailed reason. A simple statement that you are moving on to new opportunities or choosing not to renew at this time is sufficient.
What comes next?
Once you've submitted your resignation, it's time to update your resume for the next chapter. Our free builder makes it easy to create a polished, ATS-friendly resume in minutes.
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