Contract Extension Offer email template

Why does it matter?

In order to keep a solid and steady workforce, it’s vital to extend a contract to a candidate, employee, or former worker. It demonstrates the organization's appreciation for its accomplishments and willingness to make investments in its ongoing development.

Furthermore, it can support retaining outstanding people and provide a seamless transition for ongoing initiatives.

When to send?

The current contract's length, the company's unique requirements, the person's performance and aspirations, and other considerations will all affect when a contract extension offer is made.

To ensure enough time for planning and negotiation, it is typically ideal to start talking about contract extensions several months before the existing one ends.

A legal or commercial requirement that might affect the time or conditions of the extension offer should also be considered.

What to include?

It's crucial to be precise and thorough when describing the parameters of your offer to extend your contract in an email, as well as any pertinent expectations or demands.

Some key elements to include might be:

• A brief introduction or summary of the reason for the extension offer.
• Specific details about the length of the extension, the compensation or benefits package, and any other relevant terms.
• A clear explanation of any expectations or requirements related to the extension, such as ongoing project work, continued professional development, or other commitments.
• A clear timeline for decision-making and next steps, including any deadlines or milestones that need to be met.
• Contact information for the individual or team handling the extension offer in case the candidate or employee has any questions or concerns.

The email should also be written in a formal, respectful, and sympathetic tone, noting the receiver's potential worries or inquiries.

Template Email

Subject: Contract Extension Offer

Dear [Candidate/Employee Name],

I hope this email finds you well. We are writing to offer you an extension of your current contract with [Organization Name].

We have been impressed with your contributions to our team and believe your continued involvement will be invaluable as we progress on ongoing projects and initiatives.

The extension offer would be for a period of [length of extension], beginning on [start date] and ending on [end date]. The compensation package for this extension will be [details of compensation and benefits], and we are also happy to discuss any additional requirements or requests you may have.

As part of this extension, we would like to discuss your ongoing role and responsibilities within the organization. We believe several important projects and initiatives would benefit from your expertise and leadership, and we would like to ensure that you are fully engaged and committed to these efforts.

We understand that you may have questions or concerns about this offer, and we would be happy to discuss any details or concerns you may have. Please feel free to contact [contact person or team] at [contact information] to discuss this further.

Thank you for your hard work and dedication to [Organization Name], and we look forward to working with you in the months ahead.

Best regards,

[Your Name]

[Your Title]

[Organization Name]