End of fixed term contract letter template
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.
- 1 page / 170 words.
- Last updated 19/07/2024.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
End of fixed term contract letter
[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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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.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned no later than the length of the notice period, before the end of the contract.
Compliance
Compliance
This End of fixed term contract letter template incorporates relevant UK laws and HR standards, including those listed below:
Here are some UK employment legislations to consider when implementing an End of Fixed Term Contract Letter:
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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.
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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.
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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.
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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.
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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.
Timings
Timings
Follow these best practice actions to get the most from the End of fixed term contract letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Review contract end date and employment terms | HR/Manager | As required |
| 2 | Assess the need for contract extension/renewal | HR/Manager | As required |
| 3 | Invite the employee to a meeting to discuss contract end | HR/Manager | Before start of notice period |
| 4 | Conduct meeting to discuss contract end | HR/Manager | Before start of notice period |
| 5 | Issue End of Fixed Term Contract Letter | HR/Manager | As soon as possible after the meeting |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The End of fixed term contract letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas 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.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
