Name: Confirmation of end of fixed term contract (after extension) letter template | Sep 26
Brand: HRDocBox
SKU: HRDBOX-837
Price: 9.99 GBP
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What's included in this template?

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.

Confirmation of the contract end date
Reference to the previous extension
Final pay and holiday arrangements
Notice and benefits information
Company property and leaving arrangements
Appropriate closing wording

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Email

[Sender name]

[Sender address]

[date]

[Recipient name]

[Recipient address]

Dear [Recipient first name],

Confirmation of end of fixed-term contract

Private and confidential

I am writing to confirm the arrangements concerning the end of your fixed-term employment with [Company name].

Your original fixed-term contract was due to end on [original end date] and was subsequently extended to [extended end date]. We are now confirming that your employment will end on [final employment date].

There is currently no further extension or continuation of your fixed-term contract agreed beyond this date.

Final pay and holiday

You will receive your normal salary and any other contractual payments due up to and including your final date of employment, subject to the usual payroll deductions.

Any accrued but untaken holiday due to you at the end of your employment will be

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What is a confirmation of end of fixed term contract (after extension) letter?

Confirmation of end of fixed term contract (after extension) letter template preview

A fixed-term contract may be extended where an employer and employee agree that the employment should continue beyond the original contractual end date. When that extended period is coming to an end, the employer should clearly confirm the final position so that the employee understands when their employment will finish and what will happen as they leave.

Confirming the final end date

This letter is specifically designed to confirm that an employee's fixed-term contract, which has previously been extended, will now come to an end on the agreed final date. It provides a clear written record of the end of the extended period and avoids uncertainty about whether the employment will continue.

Explaining what happens when the contract ends

The template allows the employer to explain the practical arrangements that apply when the employee leaves, including final salary, accrued but untaken holiday, benefits, company property and any relevant leaving documentation. This gives the employee a clear understanding of what to expect at the end of their employment.

Recording the end of an extended contract

By referring to both the original fixed-term arrangement and the subsequent extension, the letter creates a clear record of the contractual history and the agreed final position. It can be particularly useful where the employee has already continued beyond their original end date and there is a need to formally confirm that no further extension has been agreed.

Managing the employee's departure

The letter provides a straightforward way to bring the employment relationship to a clear conclusion while maintaining a professional approach to the employee's departure. It can be adapted to include organisation-specific arrangements, such as the return of equipment, system access, references and the timing of final payroll documentation.

Example

An employee was originally employed on a six-month fixed-term contract to provide additional support during a period of increased workload. Shortly before the original end date, the employer agreed with the employee that the contract would be extended for a further three months.

As the extended period approaches its new end date, the employer confirms that the contract will finish on the agreed date and that the employee's employment will not continue beyond that date. The letter refers to the extension and provides the employee with a clear written record of the final arrangements.

The employer also explains that the employee will receive their normal salary up to the termination date, together with payment for any accrued but untaken holiday due at the end of employment, subject to the usual payroll calculations. The employee is reminded to return company property and is given details of any final administrative arrangements.

This gives both parties clarity about when the fixed-term employment will end and reduces the risk of uncertainty about whether the extension has resulted in a further continuation of employment.

The wider HR process

Related HR resources and workflow

Explore the HR resources that may be relevant before and / or after using the Confirmation of end of fixed term contract (after extension) letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.

Fixed term contract extension letter

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Confirmation of end of fixed term contract (after extension) letter

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Implementation guidance

Use these best practice actions, recommended timescales and process stages to understand when and how the Confirmation of end of fixed term contract (after extension) letter should be used, helping ensure each step is handled consistently and appropriately documented.

Step	Description	Responsibility	Timing
1	Confirm the contractual position: Check the original fixed-term contract, the agreed extension and the final contractual end date.	HR / Manager	Before letter
2	Confirm the outcome: Establish that the employment is ending and that there is no further extension or continuation agreed.	HR / Manager	Before letter
3	Prepare the letter: Confirm the end date and explain the employee's final pay, holiday, benefits and leaving arrangements.	HR	Before end date
4	Discuss the arrangements: Where appropriate, meet with the employee to explain the end of the contract and answer questions about their departure.	Manager / HR	Before end date
5	Complete leaving arrangements: Process final pay and holiday, update payroll and HR records, and recover company property and access as appropriate.	HR / Payroll / Manager	At end of employment

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Common mistakes

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.

Failing to check the original contract and extension before confirming the end date.
Suggesting that the employee's employment is ending earlier or later than the contractual end date.
Failing to explain what happens to accrued but untaken holiday.
Using wording that implies the employee can expect another extension when none has been agreed.
Forgetting to deal with final benefits, company property or access arrangements.
Failing to consider whether the fixed-term employee has acquired additional employment rights or whether the circumstances require further legal advice.

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HR considerations

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

Fixed-term employees

Fixed-term employees are generally protected by employment legislation in the same way as comparable permanent employees, subject to specific statutory provisions. Employers should therefore ensure that the ending of a fixed-term contract is handled fairly and in accordance with the contract and applicable employment law. https://www.acas.org.uk/fixed-term-contracts

Expiry of a fixed-term contract

Where a fixed-term contract expires and is not renewed, this will normally amount to a dismissal for employment law purposes. Employers should therefore consider the applicable dismissal and unfair dismissal requirements rather than treating the arrangement simply as an employee choosing to leave. https://www.acas.org.uk/fixed-term-contracts

Notice

The contractual terms and circumstances should be checked to establish whether notice is required and how the end of the fixed-term contract should be handled. Particular care should be taken where the contract contains provisions allowing termination before its stated expiry date. https://www.acas.org.uk/fixed-term-contracts

Holiday entitlement

Employees are entitled to statutory paid holiday during employment. On termination, employers should calculate any accrued but untaken statutory holiday and make the appropriate payment where required. https://www.gov.uk/holiday-entitlement-rights

Unfair dismissal

Employers should be aware that the expiry of a fixed-term contract can constitute a dismissal. Depending on the employee's circumstances and length of service, statutory unfair dismissal protections may apply, subject to the applicable legal framework and any relevant exceptions. https://www.acas.org.uk/dismissals

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FAQs

Does a fixed-term contract ending count as a dismissal?

Generally, where a fixed-term contract expires and is not renewed, the ending of the contract is treated as a dismissal for employment law purposes. Employers should therefore consider the relevant employment rights and processes before confirming the end of employment. https://www.acas.org.uk/fixed-term-contracts

Do I need to give notice when a fixed-term contract ends?

This depends on the contractual arrangements and circumstances. A contract may provide for employment to end automatically on a particular date, but employers should check the contract carefully, particularly where early termination or notice provisions apply.

Should the previous extension be mentioned in the letter?

Yes. Referring to the agreed extension makes the contractual history clear and confirms that the final date relates to the extended period of employment. It also creates a useful written record that no further extension has been agreed.

What happens to unused holiday when the contract ends?

The employer should calculate the employee's accrued holiday entitlement up to the termination date and make any payment due for accrued but untaken statutory holiday, subject to the relevant contractual arrangements. https://www.gov.uk/holiday-entitlement-rights

Can a fixed-term contract be extended again?

Yes, where the employer and employee agree to continue the employment and the contractual arrangements are properly documented. If no further extension has been agreed, this letter can be used to clearly confirm the existing final end date.

Why use HRDocBox rather than AI?

AI can produce a generic employment letter, but HR documents need to reflect UK employment law and practical HR processes rather than simply sounding professional.

This HRDocBox template provides a structured UK-focused starting point for confirming the end of an extended fixed-term contract, with the key final employment arrangements clearly addressed. It can then be adapted to reflect the organisation's particular circumstances before being issued.

How this content is developed and reviewed

The Confirmation of end of fixed term contract (after 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.

About the author

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 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.

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