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View full libraryUse this Fixed-Term Contract Review Meeting Invitation Letter Template to invite an employee to a meeting before their fixed-term contract expires. It provides a professional way to discuss the role, ongoing business requirements, the employee's experience and the options available for the contract's future.
Use this template to:
If you are changing employee terms and conditions, the toolkit brings together practical HR templates covering proposals, consultation, agreement, communication and documentation.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to Fixed-Term Contract Review Meeting
Private and Confidential
I am writing to invite you to a meeting to review your current fixed-term contract, which is due to end on [Contract End Date].
The purpose of the meeting is to discuss your role, the work you have been undertaking, the Company's ongoing business requirements and the options available as your current contract approaches its end date.
Meeting Details
| Date | [Meeting Date] |
| Time | [Meeting Time] |
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A Fixed-Term Contract Review Meeting Invitation Letter helps employers start a clear and timely conversation with an employee whose contract is approaching its end date. The meeting provides an opportunity to review why the role was created, whether the work is continuing and what options may be available. It also gives the employee a chance to discuss their experience, ask questions and understand the possible next steps.
The employer should consider whether the original reason for the fixed-term appointment still applies, whether the work is expected to continue and whether there is an ongoing need for the role. Relevant factors may include the end of a project, the return of an employee from leave, changes in workload, funding, organisational plans or the availability of permanent vacancies.
Where relevant, the meeting can cover the employee's experience, achievements, objectives, development and any support required. Performance matters should be discussed fairly and with appropriate evidence. The review should not be used to introduce unrelated allegations or present a contract decision as a foregone conclusion.
Depending on the circumstances, possible outcomes may include extending or renewing the fixed-term contract, offering a permanent position, considering another suitable vacancy or allowing the contract to end on the agreed date. The employer should explain which options are genuinely under consideration and avoid making promises before the necessary decisions and approvals have been completed.
The invitation should provide reasonable notice of the meeting and explain how the employee can prepare. Following the discussion, the employer should confirm the outcome and any actions in writing. If the contract will not be renewed, the employer should check the contract, notice requirements, service-related rights and whether the decision involves redundancy or another reason for dismissal.
This template is suitable for HR teams and managers in UK organisations. It should be adapted to the reason for the fixed-term appointment, the employee's circumstances and the organisation's procedures.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Fixed term contract review meeting invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This enhanced Contract of Employment provides a more comprehensive set of employment terms for UK employers who want to go beyond the basic written statement of employment particulars.
This Fixed Term Contract Extension Letter provides a clear written record of an agreed extension to an employee's existing fixed term contract.
Use these best practice actions, recommended timescales and process stages to understand when and how the Fixed term contract review meeting invitation 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.
Ideally, arrange the meeting several weeks before the contract expires, allowing enough time to review the role, consider the available options and communicate the outcome. The appropriate timing will depend on the contract, the business circumstances and any applicable procedures.
The meeting should consider why the role was created, whether the work will continue, the employee's contribution where relevant, any changes in business requirements and possible next steps. These may include extending or renewing the contract, offering a permanent position or allowing the contract to end. The employee should have an opportunity to ask questions and provide feedback.
Not automatically. Renewal depends on the contractual terms, the business circumstances and any applicable legal obligations. However, non-renewal is generally treated as a dismissal, so employers should consider relevant service-related rights, the reason for the decision and whether redundancy or other dismissal requirements apply.
Generally, an employee who has been continuously employed on successive fixed-term contracts for four years or more will become permanent unless continued fixed-term status is objectively justified or a relevant collective agreement provides otherwise. Employers should review the individual's service history and the reasons for successive contracts before making a decision.
HRDocBox provides practical, editable HR templates designed for UK employers and SMEs. Its resources help organisations document employment processes consistently, prepare for important discussions and consider relevant compliance issues. Templates should be adapted to the employee's circumstances and the organisation's procedures.
HRDocBox provides purpose-built HR documentation structured around practical workplace processes and UK employment considerations. A dedicated template gives employers a consistent starting point and helps identify key procedural issues. AI can assist with tailoring the wording, but employers should verify legal requirements and seek specialist advice where necessary.
How this content is developed and reviewed
The Fixed term contract review meeting invitation 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 terms and conditions 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."
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