Renewal Control Bundle

Renewal Decision Memo

Vendor:
Contract:
Renewal/end date:
Notice deadline (receive-by):
Latest safe send-by (with buffer):

Recommendation (pick one):
[ ] Renew as-is
[ ] Renew with renegotiation
[ ] Terminate
[ ] Replace vendor

Why:
Risks if we renew as-is:
Risks if we terminate:
Negotiation asks (if any):
Next steps:
Owner:
Decision date:
Approver (if required):

Subject: Notice regarding [Contract Name] — [Company] — Effective [Date]

To whom it may concern,

This message serves as notice under the agreement between [Your Company Legal Name] and [Vendor Legal Name] dated [Contract Date].

We are providing notice of our intent to [terminate / not renew / opt out of auto-renewal] effective [Effective Date], in accordance with the notice provisions of the agreement.

Please confirm receipt of this notice and the effective date in writing.

Sincerely,
[Name]
[Title]
[Company]
[Phone]
[Email]

Renewal Escalation Ladder

T-120 days: Identify contract + assign owner + confirm clause language
T-90 days: Decision memo drafted + negotiation plan started (if needed)
T-60 days: Final decision required (renew/terminate/renegotiate)
T-45 days: Notice drafted + legal/procurement review
T-30 days: Notice sent with delivery buffer (if "received-by" requirement)
T-14 days: Confirmation of receipt obtained; escalate if no confirmation
T-7 days: Final escalation to leadership if unresolved