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
Suitable for use in
Great Britain & Northern Ireland (United Kingdom)
Global (but always check your local legislation)
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.
Workflow window
Check what resources come before or after this step 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
Follow these best practice actions to get the most from this document, 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 |
