A contract renewal template is a short agreement that extends an existing contract for a new term. It records the original agreement, the new start and end dates, any changed rates or scope, and signatures from both parties.
It is a ready-made renewal and extension agreement that both sides sign to keep a contract running past its expiry date, without drafting a new contract. The original terms carry over, and only what changes, usually the fee, the term or the scope, is written out.
Procurement, legal and finance teams use one when a supplier, software or services contract is close to its end date and the business still needs it. Suppliers use the same format when they offer a customer another term.
A signed renewal gives both parties a clear record of the new dates and price. Without one, a contract either lapses with no cover or rolls over automatically on terms nobody reviewed.
The date the renewal is signed and the legal names of the customer and the vendor or contractor.
The name of the contract being renewed, its original start date and its current expiry date.
The new start and end dates, unless the contract is ended earlier under its original terms.
A statement that every original term stays in force except the ones this document changes.
The new fee or rate, and any change to scope, or a line saying the scope is unchanged.
Signature, printed name, title and date for an authorised signatory on each side.
Ready to use in Word, Google Docs and Text. Fill it in, save it, reuse it.
120 days out, check usage, spend, supplier performance and the notice period in the current contract.
Choose to renew as is, renegotiate or end the contract. Send any non-renewal notice before the deadline.
Ask for a renewal quote, compare it with last year's price and agree fees, term and scope.
Fill in the renewal agreement with the agreed changes and route it for internal approval.
Both parties sign. Log the new end date and notice deadline so the next renewal is not missed.
For a like-for-like renewal you need only five lines: original contract and dates, new term, "all other terms unchanged", new fee, signatures.
This is the whole document, ready to paste into Word or Google Docs. Keep the section numbers so the renewal reads alongside the original contract. If you change more than fees, term and scope, use a full contract amendment instead.
CONTRACT RENEWAL AND EXTENSION AGREEMENT
This Renewal Agreement is made on [Date] between [Customer Legal Name], of [Address] ("Customer"), and [Vendor Legal Name], of [Address] ("Vendor").
1. Original Agreement
The parties entered into [Agreement Name and Reference] on [Original Start Date] (the "Original Agreement"). The Original Agreement is due to expire on [Current Expiry Date].
2. Renewal Term
The Original Agreement is renewed for [12 months] from [New Start Date] to [New End Date] (the "Renewal Term"), unless terminated earlier under the termination provisions of the Original Agreement.
3. Terms and Conditions
All terms and conditions of the Original Agreement remain in full force and effect during the Renewal Term, except as modified in Section 4.
4. Modifications
4.1 Fees: For the Renewal Term, Customer will pay [Amount and Currency] per [Year / Month], replacing the previous fee of [Previous Amount].
4.2 Scope: [Describe any change to services, quantities, users or service levels, or write "The scope is the same as in the Original Agreement."]
4.3 Other changes: [e.g. payment terms of Net 30, a renewal price cap, a new notice period, or "None"].
5. Signatures
Signed for and on behalf of [Customer Legal Name]
Signature: ____________ Name: [Printed Name] Title: [Title] Date: [Date]
Signed for and on behalf of [Vendor Legal Name]
Signature: ____________ Name: [Printed Name] Title: [Title] Date: [Date]| Section | What to fill in | Common mistake |
|---|---|---|
| Parties and date | Full legal entity names, exactly as in the original contract | Using a trading name or a different group entity |
| 1. Original agreement | Contract name, reference, start and expiry dates | Renewing an order form instead of the master agreement |
| 2. Renewal term | Length of the new term and its exact start and end dates | Leaving a gap of days between expiry and the new start |
| 3. Terms and conditions | Keep as written | Restating old terms, which creates conflicts |
| 4. Modifications | New fee, scope change and any other change | Agreeing a discount by email but not writing it here |
| 5. Signatures | Authorised signatories, printed name, title, date | Signed by someone above their approval limit |
Most renewal problems start in the original contract, not the renewal document. Use these three clauses when you draft or negotiate a new contract, and check which one your current contracts contain before each renewal.
A. Automatic renewal This Agreement will renew automatically for successive [12-month] terms unless either party gives written notice of non-renewal at least [60] days before the end of the then-current term. B. Renewal by mutual agreement This Agreement expires on [End Date]. The parties may renew it for a further term of [12 months] by signing a written renewal agreement before that date. C. Renewal price cap Fees for any renewal term will not increase by more than [5]% over the fees for the preceding term. Vendor will give Customer written notice of any fee change at least [90] days before the renewal date.
| Clause | Who it suits | What to check |
|---|---|---|
| Automatic renewal | Vendors, and buyers who want no gap in service | The notice period, and how notice must be sent |
| Mutual agreement | Buyers who want a review every term | Who chases the renewal before the end date |
| Price cap | Buyers renewing software and services yearly | Whether the cap covers add-ons and new users |
Bracketed figures are examples to adjust, not standard values. More on auto-renewing SaaS contracts.
Send this email when you plan to renew but want to review price or scope first. Sending it early puts the timeline in your hands, since the vendor has to respond before your notice deadline rather than after it.
Subject: Renewal of [Agreement Name], expiring [Expiry Date] Hi [Vendor Contact Name], Our agreement for [Product or Service], reference [Contract Reference], expires on [Expiry Date]. We would like to discuss a renewal for [12 months] from [New Start Date]. Before we decide, please send a written renewal proposal by [Date] covering: - Fees for the new term, compared with our current fee of [Current Amount] - Any change to [users / volumes / service levels] - Payment terms and any multi-year pricing options We are currently using [Usage, e.g. 140 of 200 licences], so we would like to adjust the quantity to [Number]. Please note that under Section [X], our notice deadline is [Notice Date]. If we have not agreed terms by then, we will send formal notice of non-renewal to protect our position. Thanks, [Name] [Title], [Company]
| Outcome | Subject line | Key sentence |
|---|---|---|
| Renew as is | Renewal of [Agreement Name] for [Term] | We confirm we will renew on the current terms from [Date]. |
| Renegotiate | Renewal proposal requested: [Agreement Name] | Please send revised pricing for [Number] users by [Date]. |
| Do not renew | Notice of non-renewal: [Agreement Name] | Under Section [X], we give notice that we will not renew after [Date]. |
Suppliers send this letter before a renewal or price review date. Buyers can use the same structure to check that a letter they receive is valid: if the contract caps increases or sets a notice period, the letter has to respect both.
Subject: Change to your pricing from [Effective Date] Dear [Customer Contact Name], Thank you for working with [Your Company] since [Year]. I am writing to let you know that from [Effective Date], the price of [Product or Service] will change from [Current Price] to [New Price] per [Unit / Year], an increase of [X]%. This change reflects [Reason, e.g. higher costs from our own suppliers, or the features and support hours added over the last year]. Under Section [X] of our agreement dated [Contract Date], this letter is your [60] days' written notice. All orders and invoices dated before [Effective Date] stay at your current price. [Optional: If you renew for [24 months] before [Date], we will hold your current price until [Date].] If you have any questions, please contact [Account Manager Name] at [Email] or [Phone]. Kind regards, [Name] [Title], [Your Company]
| Part | What it does | Buyer's check |
|---|---|---|
| Subject line | Names the change and the date | Is the effective date after your renewal date? |
| Old and new price | States both figures and the percentage | Is the increase within any contract cap? |
| Reason | Explains why the price is changing | Is it supported by new value or only cost? |
| Contract reference | Cites the clause and the notice given | Was the notice period actually met? |
| Offer | Optional price hold for a longer term | Does the longer commitment suit your usage? |
| Contact | Who to speak to about the change | Reply in writing and keep the thread |
Missed notice deadlines are the usual reason a contract renews on terms nobody wanted. Add the notice deadline as its own column in your contract tracker and review the list every month.
| Days before expiry | Action | Owner |
|---|---|---|
| 120 | Pull usage, spend and supplier performance | Contract owner |
| 90 | Send the renewal email and ask for a proposal | Procurement |
| 75 | Compare the quote with the current price and benchmarks | Procurement and finance |
| 60 | Decide: renew, renegotiate or give non-renewal notice | Budget owner |
| 30 | Approve and sign the renewal agreement | Authorised signatory |
| 0 | Log new dates and the next notice deadline | Contract owner |
Assumes a 60-day notice period. Move every step earlier if yours is longer.
| Tracker column | Formula |
|---|---|
| Notice deadline (C = end date, D = notice days) | =C2-D2 |
| Days until notice deadline | =C2-D2-TODAY() |
| Renewal status flag | =IF(C2-D2-TODAY()<=30, |
See the full contract renewal process for how each step works in practice.
Spendflo tracks every renewal date and notice deadline, so contracts never roll over unseen.
See renewals trackingAlso called an evergreen clause: the contract renews for another term unless someone gives notice.
How many days before the end date notice of non-renewal or a price change must be given.
The length of each new period, often 12 months, sometimes the same as the first term.
A ceiling on how much fees can rise at renewal, usually written as a percentage.
Aligning add-on purchases to the main contract's end date so everything renews together.
A charge or credit at renewal for using more or fewer units than the contract allowed.
Log the notice date as well as the end date, since the notice date is the real deadline.
Count active users or volumes so you renew for what you use, not what you bought.
A written proposal gives you a fixed figure to compare and approve.
Negotiate a cap on future increases while the vendor wants the renewal.
Use the exact entity names from the original contract so the renewal binds the right parties.
It renews the old price and scope whether or not they still fit.
A discount that is not in Section 4 of the renewal may not be honoured.
Even a few days between expiry and the new start can leave you without cover.
Check the signatory's approval limit for the full value of the new term.
Read the renewal and termination clauses and note the end date and notice period.
Pull spend, usage and service issues from the last term, and any price benchmarks you hold.
Send the renewal email, compare the proposal with your current fee and settle term, price and scope.
Complete the agreement, get it approved and signed, and record the next notice deadline.
Orbit Analytics pays 48,000.00 a year for 200 licences, ending 30 Nov with 60 days' notice. On 2 Aug the buyer sees only 140 active users and requests a proposal for 150. The vendor quotes a 7% rise; the 5% cap applies, so the new fee is 37,800.00 (150 x 252.00). Illustrative figures.
Every part on this page, in Word, Google Docs and Text, with the examples filled in.
Adjust licence counts to actual usage, co-term add-ons and add a renewal price cap in Section 4.3.
Restate day or hourly rates, named people and the statement of work the renewal covers.
Confirm volumes, delivery terms and any indexation clause tied to an agreed price index.
Best for legal review and signature.
Best for editing with the vendor.
Best for pasting into existing contract paper.
Spendflo has handled 15,000+ agreements, at 30% average savings on software spend.
See your savingsA good renewal template makes the new term, the new price and the unchanged terms clear in one short document. The harder part is starting early enough to negotiate, which means tracking every notice deadline.
A five-section agreement records the new term and every change.
Open the agreement →2Check every price increase letter against the contract cap and notice period.
Open the price letter →3A 120-day timeline and two formulas flag each decision in time.
Open the timeline →Quick answers to what people ask most about the contract renewal template.
Name the parties and the original contract, set the new term, state that all other terms continue, list any changes to fees or scope and add signatures. Keep it short so it reads alongside the original. Download the template on this page to start from all five sections.
Yes: "This Agreement will renew automatically for successive 12-month terms unless either party gives written notice of non-renewal at least 60 days before the end of the then-current term." Adjust the term and notice period to suit. The download includes this clause, a mutual renewal clause and a price cap clause.
Name the contract and its expiry date, say you want to renew, and ask for a written proposal with pricing by a set date. Mention your notice deadline so the vendor replies in time. Download the template for a ready-to-send renewal email and three subject lines.
Check the renewal clause and notice period, review usage and price, agree any changes with the other party, then sign a renewal agreement before the end date. Record the new end date straight away. Download the renewal pack to handle each step.
You can download one free from this page in Word, Google Docs or as copy text. It includes the renewal agreement, three renewal clauses, a renewal email and a price increase letter.
Contracts
Purchase orders
Vendor management
Sourcing and RFx
Budgets and business cases
Procurement
Accounts payable
Purchasing
Software buying
Supply chain
Spendflo's Contracts Agent reads your contracts, tracks renewal and notice dates, and routes each renewal through intake and approvals before the deadline.
Enter your work email and we'll unlock every format.
Didn't start, or need another format? Pick one below.
Google Docs: upload the file to Google Drive, then open it with Google Docs.
