The Letter Not To Renew Contract is a crucial business document used in the Philippines when a party wishes to formally communicate their intention not to extend or renew an existing contractual relationship. This document must comply with Philippine legal requirements, particularly the Civil Code of the Philippines and related commercial legislation. It is typically used when approaching the end of a fixed-term contract period, requiring proper notice as specified in the original agreement or as mandated by law. The letter serves multiple purposes: it provides clear documentation of the non-renewal decision, helps maintain professional relationships, and creates a paper trail for legal compliance. The content should be clear, professional, and unambiguous, including specific reference to the original contract, confirmation of the end date, and any relevant transition arrangements.
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1. Sender's Details: Full name, designation, and address of the party sending the notice
2. Date: Current date when the letter is being sent
3. Recipient's Details: Full name, designation, and address of the party receiving the notice
4. Subject Line: Clear indication that this is a notice of non-renewal of contract
5. Contract Reference: Specific details of the existing contract including date, parties, and subject matter
6. Non-Renewal Statement: Clear and unambiguous statement of intention not to renew the contract
7. End Date Confirmation: Explicit mention of when the current contract will expire
8. Closing: Professional closing statement, signature block, and contact information
1. Reason for Non-Renewal: Optional explanation of why the contract is not being renewed - include if maintaining business relationships is important or if required by the original contract
2. Transition Arrangements: Details of any handover or transition process - include if there are ongoing projects or responsibilities
3. Appreciation Statement: Statement thanking the other party for their business relationship - include if maintaining cordial relations is important
4. Outstanding Obligations: Reference to any remaining obligations or payments - include if there are pending matters to be resolved
5. Future Cooperation: Statement about potential future business opportunities - include if you want to keep doors open for future engagement
1. Copy of Original Contract: Attachment of the original contract being referenced
2. Transition Plan: If applicable, detailed plan for handling any transition of responsibilities
3. Outstanding Items List: If applicable, list of any pending items, payments, or obligations that need to be addressed before contract end
Relevant legal definitions
Clauses
Relevant Industries
Professional Services
Real Estate
Information Technology
Manufacturing
Retail
Healthcare
Education
Construction
Financial Services
Telecommunications
Media and Entertainment
Transportation and Logistics
Energy and Utilities
Agriculture
Mining and Resources
Relevant Teams
Legal
Human Resources
Procurement
Operations
Administration
Compliance
Contract Management
Project Management
Business Development
Account Management
Supply Chain
Risk Management
Corporate Affairs
Vendor Management
Relevant Roles
Chief Executive Officer
Managing Director
Contract Manager
Legal Counsel
Human Resources Manager
Procurement Manager
Operations Manager
Project Manager
Business Development Manager
Account Manager
Administrative Officer
Compliance Officer
Department Head
Facility Manager
Supply Chain Manager
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