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View full libraryThis Fixed Term Contract Extension Letter provides a clear written record of an agreed extension to an employee's existing fixed term contract. It confirms the revised end date, any changes to terms and conditions and the arrangements that will apply during the extended period.
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If you are creating or reviewing employment contracts, the toolkit brings together practical HR templates covering terms, drafting, review, issue and updates.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Extension of your fixed term contract
I am writing to confirm that your existing fixed term contract, which was due to end on [original contract end date], has been extended.
Your employment will now continue until [new contract end date], unless your employment ends earlier in accordance with the terms of your contract.
Reason for the extension
The extension is being made because [briefly explain the reason for the extension, for example, the project you were appointed to support has been extended / additional temporary work remains available / the employee you are covering has not yet returned].
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This letter provides a straightforward way to formally confirm an extension to an employee's fixed term contract. It can be used where the organisation has agreed to continue the employee's employment beyond the original contractual end date while retaining the fixed term nature of the arrangement.
The letter clearly records the original contract end date and the new agreed end date. This helps avoid uncertainty about when the fixed term arrangement is due to finish.
The employer can briefly explain why the extension is required, such as a project continuing for longer than anticipated, continued maternity or other family leave cover, additional work or a temporary business requirement.
Where the existing terms remain unchanged, the letter confirms this clearly. Where other contractual terms are changing, the relevant amendments can be recorded so that the employee has a clear written record of what has been agreed.
The letter makes clear that the extension does not, by itself, create permanent employment. The employee remains employed under a fixed term arrangement until the revised end date unless the contract is subsequently extended, renewed or otherwise changed.
Putting the extension in writing reduces uncertainty and provides a clear record of the agreed variation. The employee should be given an opportunity to raise any questions or concerns about the revised arrangement.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Fixed term contract extension letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
An offer of fixed term employment letter clearly outlines the terms of a temporary role, including the duration, expectations, and compensation, providing both parties with legal protection and avoiding potential misunderstandings.
The End of Fixed Term Contract Letter Template provides a clear and professional way to confirm that an employee's fixed-term contract will come to an end on the agreed date.
Use these best practice actions, recommended timescales and process stages to understand when and how the Fixed term contract extension letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
<p>HRDocBox templates are designed specifically for UK employers and structured around practical HR processes, UK employment law and current Acas and GOV.UK guidance. They provide a consistent starting point that can be adapted to the circumstances of the individual employee and the organisation.</p>
How this content is developed and reviewed
The Fixed term contract extension letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
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 employment contract HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"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."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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