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Our End of Fixed Term Contract Letter Template streamlines contract closure, ensuring clear communication and compliance with employment regulations.
If an employee has reached the end of their fixed term contract, send this model letter to confirm it.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
As you are aware following our meeting held on [date], your fixed-term contract is due to expire on [date].
[OR
As you are aware following our meeting held on [date], you were employed on a fixed-term contract on the condition that your employment would terminate when the [task/project] was completed. The [task/project]
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For more value, this is also found in our Full library and Dismissal templates toolkit
An End of Fixed Term Contract Letter is a document used by an employer to notify an employee that their fixed-term contract will soon come to an end. The letter typically contains information about the contract end date and any relevant information about the employee's entitlements or obligations after the contract ends.
The letter may also include details about the possibility of renewing or extending the contract, if applicable. If the employer does not intend to renew the contract, the letter should state the reason for the non-renewal and provide any relevant notice periods or other requirements.
Use these best practice actions, recommended timescales and process stages to understand when and how the End of fixed term contract letter should be used, helping ensure each step is handled consistently and appropriately documented.
Here are some UK employment legislations to consider when implementing an End of Fixed Term Contract Letter:
The Fixed-term Employees (Prevention of Less Favourable Treatment) Regulations 2002: Ensure that you do not treat your fixed-term employees less favourably than your permanent employees in terms of their employment conditions or opportunities.
The Employment Rights Act 1996: Provide your fixed-term employees with the necessary notice of the contract end date and their entitlements or obligations after the contract ends, including any redundancy pay if applicable.
The Equality Act 2010: Ensure that the end of the fixed-term contract is not due to any discriminatory reasons, such as the employee's protected characteristics, and that you provide equal opportunities for all employees, including those on fixed-term contracts.
The Data Protection Act 2018: Ensure that you handle any personal data related to the fixed-term contract and its end in accordance with data protection regulations and that you obtain the necessary consent from your employees to process their data.
The Immigration, Asylum and Nationality Act 2006: Ensure that your fixed-term employees have the right to work in the UK before the end of the contract, and that you comply with any relevant immigration laws and regulations.
Fixed-term contracts will normally end automatically when they reach the agreed end date.
The employer doesn't have to give any notice, but it is good practice to do so.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the End of fixed term contract letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing dismissal processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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