Free letter template · Word

Contract Expiry Letter

A contract expiry letter reminds a fixed-term employee that their contract will end on its agreed date and confirms that employment will conclude automatically on that day. It is a factual courtesy notice that also lists final dues, exit formalities and the documents the employee will receive.

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[Company Logo][Company Name]

INTIMATION OF CONTRACT EXPIRY

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Expiry of Your Fixed-Term Employment Contract

Dear [Employee Name],

As you are aware, you were engaged by [Company Name] as [Designation] under a fixed-term employment contract dated [Date], for the period from [Date of Joining] to [Contract End Date], for [project / purpose].

This is to inform you that your contract will expire on [Contract End Date], and your employment with the company will conclude on that date in accordance with Clause [Clause Number] of your contract. No further notice is required from either side.

Before your last working day, please:

Complete and hand over your work to [Reporting Manager] or [Successor Name]
Return all company assets, documents and access cards
Complete exit clearance with HR, IT, Admin and Finance

Your final settlement will include salary up to [Contract End Date], encashment of eligible leave, statutory bonus if applicable, pro-rata gratuity as applicable to fixed-term employees under the law, and reimbursement of approved claims, less applicable deductions. It will be paid within [number] days of the expiry date.

A service certificate and relieving letter will be issued on completion of clearance. We thank you for your contribution to [project / department] and wish you all the best.

Yours sincerely,

For [Company Name]
[Authorised Signatory]
[Designation]

Received by
[Employee Name]
Date: [Date]

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What this template includes

Reference to the fixed-term contract and its dates
Confirmation that employment ends on the expiry date
Statement that no further notice is required as per the contract
Final dues including pro-rata benefits applicable to fixed-term employees
Handover and asset return instructions
Service certificate and relieving letter
Thanks for contribution

When to use it

A fixed-term or project-based contract is reaching its scheduled end date
Seasonal or campaign hires are completing their term
Interns or trainees on a fixed tenure are finishing
You want to give advance notice so the employee can plan

How to customise this template

1Enter the contract start and end dates from the signed contract
2Send it at least two to four weeks before expiry where possible
3Check which benefits apply pro-rata to fixed-term employees under your policy and the Labour Codes
4Mention any opportunity to apply for open roles if relevant

HR tips

Do not use repeated short contracts to avoid permanent status; take advice on long chains of renewals
Treat fixed-term employees on par with regular staff for benefits where required
Be clear that this is expiry, not termination for cause
Thank the employee for the project delivered

Fixed-term engagement and its benefits are governed by the Labour Codes and state rules, which are still being notified. Use this letter as a starting point and verify entitlements against applicable labour laws and your policies, with a legal adviser where needed.

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Frequently asked questions

Is notice required when a fixed-term contract expires?+

Usually the contract ends automatically on the agreed date, and no separate notice is needed. A courtesy letter is still good practice so the employee can plan.

Are fixed-term employees entitled to gratuity?+

Under the Code on Social Security, fixed-term employees are entitled to gratuity on a pro-rata basis as per the rules. Check the current rules and take advice on calculation.

What is the difference between contract expiry and non-renewal?+

Contract expiry simply records that the term ends. A non-renewal letter is used when renewal was possible or expected and the company has decided not to renew.

All 50 resignation, exit & full-and-final settlement →

[Company Logo][Company Name]
RESIGNATION LETTER
Date:
[Date]
Employee ID:
[Employee ID]
To,
[Reporting Manager]
[Designation of Manager]
[Company Name]
[Company Address]

Cc: [HR Name], Human Resources
Subject: Resignation from the post of [Designation]
Dear [Reporting Manager],
Please accept this letter as formal notice of my resignation from the position of [Designation] in the [Department] department of [Company Name]. I joined the organisation on [Date of Joining], and after careful thought I have decided to move on to pursue [a new professional opportunity / higher studies / personal reasons].
As per the terms of my appointment, I will serve a notice period of [Notice Period], and my last working day will be [Last Working Day]. If the company agrees to an earlier release, I am open to discussing it, subject to completing my handover.
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Resignation Letter Format
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[Company Logo][Company Name]
RESIGNATION ACCEPTANCE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acceptance of Your Resignation
Dear [Employee Name],
We acknowledge receipt of your resignation letter dated [Date of Resignation]. After discussion with your reporting manager, the management has accepted your resignation from the position of [Designation]. Your last working day with [Company Name] will be [Last Working Day].
Before your last working day, please complete the following:
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Resignation Acceptance Letter
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[Company Logo][Company Name]
ACKNOWLEDGEMENT OF RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Acknowledgement of Resignation Received on [Date of Resignation]
Dear [Employee Name],
This is to acknowledge that the Human Resources department received your resignation from the position of [Designation] on [Date of Resignation] through [email / letter / HRMS]. Your resignation has been recorded in your personnel file with this date.
As per your appointment terms, your notice period is [Notice Period]. Based on the date of receipt, your tentative last working day would be [Last Working Day]. Please treat this date as provisional until you receive the formal acceptance letter, which will confirm the final date and exit formalities.
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Resignation Acknowledgement Letter
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[Company Logo][Company Name]
RESPONSE TO RESIGNATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Resignation Dated [Date of Resignation] – Unable to Accept as Submitted
Dear [Employee Name],
We have received your resignation dated [Date of Resignation] requesting relieving on [Requested Date]. After review, we regret that the company is unable to accept the resignation on the terms submitted, for the following reason:
- Option 1 – Notice period: Clause [Clause Number] of your appointment letter requires [Notice Period] notice or payment in lieu. Your request does not meet this requirement.
- Option 2 – Pending inquiry: A domestic inquiry under charge sheet Ref. No. [Reference Number] is in progress, and as per [Standing Orders / Policy Name] the matter must be concluded before separation is processed.
- Option 3 – Service agreement: Your [training / service] agreement dated [Date] sets out the exit process in Clause [Clause Number], which has not yet been followed.
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Resignation Rejection Letter
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[Company Logo][Company Name]
NOTICE PERIOD – TERMS AND EXPECTATIONS
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Your Notice Period and Related Guidelines
Dear [Employee Name],
Further to your resignation dated [Date of Resignation], this letter sets out the arrangements that will apply during your notice period.
Item Details
Notice start date [Date]
Notice period as per appointment letter [Notice Period]
Last working day [Last Working Day]
Handover to [Successor Name]
HR coordinator [HR Name]
Letter · Word
Notice Period Letter
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[Company Logo][Company Name]
NOTICE PERIOD CONFIRMATION
Ref. No.:
[Reference Number]
Date:
[Date]
TO WHOMSOEVER IT MAY CONCERN
This is to confirm that [Employee Name], Employee ID [Employee ID], has been employed with [Company Name] since [Date of Joining] and is currently working as [Designation] in the [Department] department at our [Work Location] office.
[Employee Name] submitted a resignation on [Date of Resignation], which has been accepted by the company. As per the terms of employment, the notice period applicable is [Notice Period], and the employee is presently serving this notice.
Particulars Details
Date of resignation [Date of Resignation]
Notice period [Notice Period]
Expected last working day [Last Working Day]
Relieving documents To be issued after exit clearance
The employee will be relieved from the services of the company on the last working day stated above, subject to completion of handover and the standard exit clearance process. The relieving letter and experience letter will be issued thereafter.
Letter · Word
Notice Period Confirmation Letter
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Item	Details
Notice start date	[Date]
Notice period as per appointment letter	[Notice Period]
Last working day	[Last Working Day]
Handover to	[Successor Name]
HR coordinator	[HR Name]

Particulars	Details
Date of resignation	[Date of Resignation]
Notice period	[Notice Period]
Expected last working day	[Last Working Day]
Relieving documents	To be issued after exit clearance

[Company Logo][Company Name]

EARLY RELEASE APPROVAL

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Approval of Early Release from Service

Dear [Employee Name],

With reference to your request dated [Date of Request] and the endorsement of your reporting manager, [Reporting Manager], we are pleased to approve your early release from the services of [Company Name].

Particulars	Date
Last working day as per acceptance letter	[Original Last Working Day]
Approved last working day	[Last Working Day]
Exit clearance to be completed by	[Date]
System access to be withdrawn at	[Time] on [Last Working Day]

Letter · Word

Early Release Approval Letter

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[Company Logo][Company Name]
EXTENSION OF NOTICE PERIOD
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Extension of Your Last Working Day
Dear [Employee Name],
Your resignation dated [Date of Resignation] was accepted with a last working day of [Original Last Working Day]. This letter records an extension of your notice period, as explained below.
Option A – Extension as per leave policy
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Notice Period Extension Letter
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