Notice of non-renewal letter template for SaaS and software contracts
A notice of non-renewal is a written notice telling the other party that you will not renew a contract when its current term ends. In SaaS contracts with an auto-renewal clause, it usually has to reach the vendor 30 to 90 days before the renewal date, using the notice method the contract specifies.
A notice of non-renewal is the letter that stops a vendor contract from renewing automatically. For most SaaS and software subscriptions it is a short letter, but it only works if it reaches the vendor before the notice deadline and by the method the contract requires. This page gives you four versions of the letter, a builder that fills it in and calculates your deadline, and the checks to make before you send it.
This template is for contracts your company buys from vendors. For leases or employment contracts, local rules differ and a different template applies.
Notice of non-renewal letter builder
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[Your company legal name]
[Your company address]
18 October 2026
[Vendor legal name]
Attn: Legal Department
[Notice address or email]
Sent by: Email to the notices address
Subject: Notice of non-renewal – Master Subscription Agreement, [Order Form number]
Dear Sir or Madam,
In accordance with Section [number] of the Master Subscription Agreement dated [agreement date] between [Your company legal name] ("Customer") and [Vendor legal name], and [Order Form number], Customer gives notice that it will not renew the subscriptions listed below at the end of the current term on [term end date].
This notice applies to: [products or subscriptions, quantities and Order Form numbers].
Customer is open to discussing a new agreement on revised terms before [term end date]. Any new agreement must be in writing and signed by both parties. Until then, this notice stands, and the subscriptions above will end on [term end date] without automatic renewal.
Please confirm in writing by 1 November 2026 that you have received this notice. If you would like to propose new terms, please send them to [Name], [Email].
Nothing in this notice waives any of Customer's rights under the agreement.
Sincerely,
[Name]
[Title]
[Your company legal name]
[Email]
Prefer a blank template? Download all four versions in Word
General template, not legal advice. Check your agreement before sending.
Which version to use
- Version A, standard non-renewal: you want the subscription to end at the end of the current term.
- Version B, open to new terms: you might stay, but only on better terms. This is the version most buyers should use. It stops the automatic renewal, so the vendor negotiates against a real end date instead of a renewal that happens by default.
- Version C, reduce seats or modules: you want to keep the product with fewer licences or modules. Check first that your agreement allows reductions at renewal.
- Version D, short email: only if the agreement allows notice by email.
- Follow-up: if the vendor has not confirmed within five business days.
Notice of non-renewal templates
Version A: Standard notice of non-renewal
[Your company name] [Your company address] [Date] [Vendor legal name, exactly as in the agreement] Attn: [Notices contact named in the agreement, e.g. Legal Department] [Notice address or email from the "Notices" clause] Sent by: [the method the agreement requires, e.g. email to legal@vendor.com and registered mail] Subject: Notice of non-renewal – [agreement name], [Order Form number] Dear [Name, or "Sir or Madam"], In accordance with Section [number] ([clause name, e.g. "Term and Renewal"]) of the [agreement name, e.g. Master Subscription Agreement] dated [date] between [your company legal name] ("Customer") and [vendor legal name], and [Order Form number] dated [date], Customer gives notice that it will not renew [the agreement / the subscriptions listed below] at the end of the current term on [term end date]. This notice applies to: [products or subscriptions, quantities and Order Form numbers]. Please do not renew or extend these subscriptions automatically, and do not issue an invoice for any renewal term. Please confirm in writing by [date, e.g. 10 business days from today] that you have received this notice and that the subscriptions above will end on [term end date]. Please also confirm how Customer can export its data before that date, and the data return and deletion process under Section [number]. Nothing in this notice waives any of Customer's rights under the agreement. Sincerely, [Name] [Title, someone authorised to give notice under the agreement] [Your company legal name] [Email] · [Phone]
Version B: Notice of non-renewal, open to new terms
[Same header, subject and opening paragraph as Version A, then:] This notice applies to: [products or subscriptions, quantities and Order Form numbers]. Customer is open to discussing a new agreement on revised terms before [term end date]. Any new agreement must be in writing and signed by both parties. Until then, this notice stands, and the subscriptions above will end on [term end date] without automatic renewal. Please confirm in writing by [date] that you have received this notice. If you would like to propose new terms, please send them to [name, email] by [date]. Nothing in this notice waives any of Customer's rights under the agreement. [Signature block as Version A]
Version C: Notice of partial non-renewal (reduce seats or modules)
[Same header as Version A, subject "Notice of partial non-renewal – [agreement name], [Order Form number]", then:] In accordance with Section [number] ([clause name]) of the [agreement name] dated [date] between [your company legal name] ("Customer") and [vendor legal name], and [Order Form number] dated [date], Customer gives notice that it will not renew the following at the end of the current term on [term end date]: - [Product or module]: [number] of [current number] licences - [Product or module]: all licences From [renewal date], Customer's subscription will be limited to [remaining quantities and products]. Please send a revised renewal quote for these quantities only, at the per-unit price in the current Order Form unless agreed otherwise in writing. Please confirm in writing by [date] that you have received this notice and that the renewal will reflect these quantities. Nothing in this notice waives any of Customer's rights under the agreement. [Signature block as Version A]
Version D: Short email version
To: [notices email from the agreement] Cc: [your account manager]; [your legal or procurement contact] Subject: Notice of non-renewal – [agreement name], [Order Form number] Hello, Under Section [number] of our [agreement name] dated [date], [your company legal name] gives notice that it will not renew [the subscriptions under Order Form number] at the end of the current term on [term end date]. Please do not renew these subscriptions automatically or invoice a renewal term, and confirm receipt of this notice by reply by [date]. Regards, [Name], [Title], [Company]
Follow-up if the vendor has not confirmed
Subject: Second request: confirmation of non-renewal notice – [agreement name] Hello, On [date sent], we sent notice of non-renewal for [agreement name / Order Form number] under Section [number], by [method]. A copy is attached. We have not yet received your confirmation. Please confirm by [date] that the notice has been received and that the subscriptions will end on [term end date] [or: will renew only for the quantities set out in the notice]. Regards, [Name], [Title], [Company]
Before you send: 6 checks
- Find the notice deadline. It is the term end date minus the notice period in your agreement. Send at least two weeks before it, so a delivery problem or a wrong address can still be fixed.
- Read the "Notices" clause. It says how notice must be sent (email, registered mail, courier, the vendor's portal) and to which address or team. A notice sent another way, or only to your account manager, may not count.
- List every Order Form and amendment. Contracts often have several Order Forms that renew on the same date. Name each one in the letter, or the ones you leave out may renew.
- Check for a minimum term. A non-renewal notice ends the contract at the end of the current term. It does not end a multi-year commitment early.
- Check who can sign. Some agreements require notice from an officer or a named contact. Use someone with authority.
- Plan the exit. Before the term ends, export your data, check the data deletion terms, and line up the replacement tool if there is one.
When to send a notice of non-renewal
The deadline is set by the contract, not by the renewal date. Count backwards from the term end date by the notice period, as set out in the auto-renewal clause:
| Notice period in the contract | Notice deadline | Send by (two weeks earlier) |
|---|---|---|
| 30 days | 1 March 2027 | 15 February 2027 |
| 60 days | 30 January 2027 | 16 January 2027 |
| 90 days | 31 December 2026 | 17 December 2026 |
The letter builder above calculates the deadline for you and adds it to your calendar. To track notice deadlines for every vendor in one place, use the free SaaS renewal tracker or a renewal calendar.
How to send it so it counts
| Method | When it counts | Proof to keep |
|---|---|---|
| Email to the notices address | When the agreement allows notice by email | The sent email with the letter attached, and the vendor's reply |
| Registered mail or courier | Almost always accepted when the agreement gives a postal address | The tracking number and the signed delivery receipt |
| Vendor portal or admin console | When the agreement or the vendor's terms point to it | A screenshot of the confirmation and the ticket or reference number |
| Email to your account manager only | Rarely, unless the agreement names them | Not enough on its own: send to the notices address as well |
When in doubt, use two methods: the one the agreement requires, plus an email to the notices address with your account manager in copy.
Does a non-renewal notice hurt the negotiation?
No. It usually helps. Without a notice, the contract renews by default, and the vendor can wait for the deadline to pass. With a notice on record, the renewal no longer happens by itself: the vendor has to agree terms with you before the end date to keep the account.
Version B is written for this. It ends the automatic renewal and says you are open to new terms, without committing to leave. Expect a retention offer from the vendor after you send it. Compare it with the current price and your usage, and see how to negotiate a SaaS price increase for the next steps.
One caution: only send a non-renewal notice if you are prepared for the contract to end. If talks fail and nothing new is signed, the subscription stops on the end date.
Common mistakes
- Sending after the notice deadline, or on the deadline when the contract requires receipt by that date.
- Sending to the account manager instead of the notices address.
- Naming the main agreement but not every Order Form that renews.
- Writing "we are considering not renewing" instead of a clear notice. Ambiguous wording may not count as notice.
- Giving reasons that commit you to something you did not intend, such as a price you would accept.
- Not keeping proof of delivery and of the vendor's confirmation.
After you send
- Get written confirmation. Use the follow-up email if none arrives within five business days.
- Record the notice date, method and confirmation in your contract record.
- Export your data and check the deletion terms before the end date.
- Cancel the purchase order or card payment, so a renewal invoice is not paid by mistake.
- Remove users and integrations on the end date.
If the deadline has already passed and the contract has already auto-renewed, it may still be possible to negotiate.
Common questions
Keep reading
The window before renewal in which written notice must be given to stop an auto-renewal, why it matters more than the renewal date, and how to track it.
How-toHow to Track SaaS Renewals Across Multiple Vendors (Framework & Free Template)The 10 fields every SaaS renewal tracker needs, the notice deadline formula, reminder lead times and a free Excel tracker template.
How-toHow to Cancel a SaaS Subscription Before It Auto-RenewsThe sequence for cancelling a SaaS subscription before auto-renewal: find the notice deadline, use the required channel, and keep written confirmation.