Confirmation of end of fixed term contract (after extension) letter template
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A clear letter template confirming the end of a fixed term contract after an extension, ensuring closure and compliance.
- 1 page / 163 words.
- Last updated 13/09/2025.
- 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.
Confirmation of end of fixed term contract (after extension) letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Termination of fixed-term employment
[Further to our conversation | meeting ]In accordance with your terms and conditions of employment, your original contract end date was scheduled for [date]. However, this was extended [insert reasons, such as: to help the company manage the seasonal workload]. Unfortunately, we [are not able to offer any
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This template provides employers with a structured way to confirm the end of a fixed term contract following an extension. It ensures that the employee is formally notified of the end date and that the process is handled professionally.
The letter helps manage expectations, reduces ambiguity, and protects the organisation from potential disputes. It outlines the extension details and final termination date clearly.
Using this template demonstrates fairness and compliance, giving employees certainty about their employment status while helping managers remain consistent in approach.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Confirmation of end of fixed term contract (after extension) letter template, to understand the workflow.
Fixed term contract extension letter
Use this if you require a robust and practical Fixed term contract extension letter template.
Timings
Timings
Follow these best practice actions to get the most from the Confirmation of end of fixed term contract (after extension) letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Review the employee’s extended fixed-term contract and confirm the new end date, ensuring no further extensions are planned. | HR / Line Manager | 4–6 weeks before contract end |
| 2 | Assess whether there are ongoing business needs or redeployment opportunities, in line with legal and policy obligations. | HR / Senior Management | 3–4 weeks before contract end |
| 3 | Meet with the employee to communicate the planned contract end, provide clarity, and answer any questions. | Line Manager | 2–3 weeks before contract end |
| 4 | Prepare and issue the Confirmation of End of Fixed Term Contract (after extension) Letter, including final working date, pay, and any entitlement to redundancy (if applicable). | HR | Within 2 working days of meeting |
| 5 | Arrange final offboarding steps such as handover, return of company property, and issuing final payslip/P45. | HR / Line Manager | Final week of employment |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Confirmation of end of fixed term contract (after extension) 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.
