Contract renewal email templates
Nine contract renewal emails for product suppliers: early notice, renewal proposal, review meeting, price change, last reminder and the thank-you.
By the PromptLab team29 October 20264 min read
A supply contract that ends quietly is a contract you may lose. The buyer is busy, a competitor is calling and your agreement runs out on a date nobody was watching. A short series of emails, started months ahead, keeps the renewal in the buyer's diary.
These templates run from the first notice to the thank-you after signing. Adapt the timing to your contract and keep each email to a few lines. If the renewal comes with new prices, read our price increase letter templates, and to understand why accounts leave, see what is customer churn.
Start early
Subject: Your supply agreement with [Your company] ends on [Date]
Hi [First name], Your supply agreement for [Products] runs until [Date]. I'd like to start the renewal early so there's no gap in supply. Could we find 30 minutes in the next two weeks to review the past year and what you need for the next? I'll bring your volumes and prices so we can start from the facts. [Your name]
Send it about 90 days before the end date, or earlier for long approvals.
Subject: Your volumes for [Year]
Hi [First name], To prepare the renewal, could you tell me your expected volumes for [Products] next year, and any changes to pack sizes, delivery sites or specifications? A rough figure is fine. The better I understand it, the better the offer I can put together. [Your name]
Use it before you write the proposal.
Review and propose
Subject: Reviewing our year together
Hi [First name], I'd like to review the year with you: deliveries, quality, service and anything you'd change. Would [Day] at [Time] work, by video or in person? After that I'll send the renewal proposal. Please bring anyone from purchasing or quality who should be there. [Your name]
Use it to turn the renewal into a conversation, not an invoice.
Subject: Proposal to renew our agreement
Hi [First name], Thank you for the review. My proposal is to renew on the same terms for [Period]: [Products], pricing as today, delivery to [Site]. The proposal is attached. If it looks right, I'll send the final document by [Date] for your signature. [Your name]
Use it when you are not changing the terms.
Subject: Renewal proposal with updated pricing
Hi [First name], Attached is the renewal proposal for [Period]. Most terms are unchanged. The main change is pricing on [Products]: [Change, for example an increase of a stated amount per unit], because [Reason, for example raw material costs]. I've also added [Benefit, for example a longer price hold or a volume tier]. I'm glad to talk it through and see where we can help. [Your name]
Use it when prices change. State the change plainly and explain it.
Follow up
Subject: Re: Proposal to renew our agreement
Hi [First name], I wanted to check that the proposal reached you. Is there anything you'd like me to change or explain? The current agreement ends on [Date], and I'd like to avoid any interruption to your deliveries. [Your name]
Send it a week after the proposal if you've heard nothing.
Subject: Anything we should look at again?
Hi [First name], I understand you're looking at other options for [Products]. That's reasonable. Before you decide, I'd like to hear what matters most: price, lead time, quality or something else. If there's a gap, I'd like the chance to close it. Could we speak this week? [Your name]
Use it when you hear the buyer is shopping around. Ask what they need instead of defending.
Subject: Your agreement ends on [Date]
Hi [First name], A reminder that our agreement ends on [Date]. To keep supply without a break, I need the signed renewal by [Date]. If something is holding it up, tell me and I'll help clear it. [Your name]
Send it two to three weeks before the end date.
After the signature
Subject: Thank you for renewing with us
Hi [First name], Thank you for renewing for [Period]. Your signed agreement is attached, and the new terms start on [Date]. I'll check in at [Time, for example the six-month mark] to see how things are going. If anything comes up before then, call me. [Your name]
Send it the day the contract is signed.
How to personalise them
- Use last year's facts. Orders, on-time deliveries and any problems you solved show value.
- Ask what changed in their business. New plants, products or suppliers affect the renewal.
- Put the end date in every email. It is the one fact that creates urgency.
- Have legal check the contract text. These emails are the sales message, not the agreement.
Send them from your CRM
Renewals slip when the end date lives in a folder. In PromptLab, you can add a custom field for the contract end date on the account, and create a task for each step, such as the 90-day notice, with an owner and a due date. If you run each renewal as a deal, a workflow can create a task when it changes stage, and replies by email, WhatsApp or Telegram arrive in the shared Inbox. See the workflows reference and the accounts reference.
Frequently asked questions
When should I start the renewal conversation?
About 90 days before the end date for most supply agreements. Start earlier if the buyer needs internal approvals or runs a tender.
Should I send a renewal reminder if the contract renews automatically?
Yes. Even with an automatic renewal, a short note about the terms and any price change avoids surprises and keeps the relationship open.
How do I raise prices at renewal?
State the change and the reason in the proposal, and give the buyer something in return if you can, like a longer price hold. Don't hide it in the attachment.
What if the buyer goes silent?
Follow up after a week, then by phone, then with a reminder that names the end date. If there is still no answer, ask someone else on the account.
How do I track contract end dates?
Use a custom field for the end date on the account and a task for each notice. That way nobody has to remember.