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Confirmation of end of fixed term contract (after extension) letter

£7
Word count
Template words
163
Reading time
Reading time
5 mins

A clear letter template confirming the end of a fixed term contract after an extension, ensuring closure and compliance.

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What is a Confirmation of end of fixed term contract (after extension) letter?

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.

Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

Sequence

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Fixed term contract extension letter template

Use this if you require a robust and practical Fixed term contract extension letter template.

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Confirmation of end of fixed term contract (after extension) letter template

Timings

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

Confirmation of end of fixed term contract (after extension) [Delete this line]

[Company 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 further extension | no longer have additional work available ]and therefore I am providing you with one week's notice that your employment with [compnay name] will end on [date][, with your final working shift being on [date]].

Please ensure that all company equipment[, such as your uniform, security pass, phone, laptop etc.] is handed back at the end of the day. Your final shift will be paid to you in the usual manner in [month], and a P45 will be sent to you.

[Your hard work and dedication during your time with us is very much appreciated.]

If you have any questions, please do not hesitate to get in touch.

Best wishes for the future!

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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confirmation of end of fixed term contract (after extension) letter