A contract renewal reminder should help you make a decision before the deadline. It should include what is renewing, when action is needed, and who is responsible.
Simple reminder template
Subject: Review contract renewal for [Vendor]
Message: [Vendor] is scheduled to renew on [Renewal date]. The cancellation deadline is [Cancellation deadline]. Please review usage, cost, and alternatives before [Review date]. Owner: [Name].
What to include in every reminder
A reminder is only useful if it gives enough context. Add the vendor, renewal date, cancellation deadline, cost, owner, and where to find the contract.
If the reminder only says contract renews soon, the person receiving it still has to search for the important details.
When to send the reminder
For yearly contracts, send the first reminder 45 to 60 days before the cancellation deadline. For monthly tools, 7 to 14 days may be enough.
If the contract is expensive or hard to replace, remind earlier.
Turn reminders into decisions
Every reminder should end with a decision: renew, renegotiate, downgrade, cancel, or review again later.
Checklist
- Vendor
- Renewal date
- Cancellation deadline
- Current cost
- Contract owner
- Recommended action
- Link or location of contract
Track renewals before they surprise you
DueKeeper helps you store the details behind each reminder so the decision is easier when the email arrives.