Contract renewal, Merrin Systems to Calder Hill Veterinary

Contract renewal letter template with the changes in one table

A renewal letter has to do two things a reminder email never does: show exactly what is different about the new term, and say what happens if nobody replies. This one puts four changed terms side by side with the old ones, fixes a reply by date, and states plainly that cover stops on the end date.

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Merrin Systems
Level 2, 19 Farrier Lane, Ashford ยท accounts@merrinsystems.example

20 November 2026
Dr Helena Calder, Practice Principal
Calder Hill Veterinary Group
3 Wandoo Street, Ashford

Renewal of support agreement SA-2214, ending 31 January 2027

Dear Helena, your managed IT support agreement SA-2214 runs out on 31 January 2027. It does not renew itself, so this letter sets out what a new 24 month term would cost, what changes, and the date we need an answer by.

31 Jan 2027
Current term ends
24 months
New term
15 Dec 2026
Reply by
Term
Now
From 1 February 2027
Monthly fee
$1,480
$1,560
Devices covered
45
60
Priority 1 response
Within 4 hours
Within 2 hours
Term length
12 months
24 months

The fee rises $80 a month, 5.4 per cent, the first rise since February 2024. It is fixed for both years and buys fifteen more devices, a two hour response and Saturday morning cover for the weekend clinic.

If we do not hear from you by 15 December
Nothing renews automatically. Support ends at 5 pm on 31 January 2027, monitoring stops that night, and later work is charged at $185 an hour.

To renew, reply by 15 December 2026 and the new agreement follows in early January. To change the scope instead, call me before the deadline.

Yours sincerely,
Aiden Merrin, Director, Merrin Systems

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Letterhead and addressee
Merrin Systems ledger letterhead, 20 November 2026, to Dr Helena Calder at Calder Hill Veterinary Group.
Subject
Renewal of support agreement SA-2214, ending 31 January 2027.
Opening
The agreement runs out, it does not renew itself, and this letter gives the cost, the changes and the deadline.
End date, new term, reply by
A three value strip: 31 January 2027, 24 months, 15 December 2026.
What changes
A table of each term now and from 1 February: fee, devices, priority 1 response, term length.
The rise explained
$80 a month, 5.4 per cent, first since February 2024, fixed for both years, and what it buys.
If we do not hear from you
A warning callout: support ends at 5 pm on 31 January, monitoring stops, later work at $185 an hour.
How to renew
Reply by 15 December, agreement follows in early January, or call to change the scope.
Sign off
Aiden Merrin, Director, with no signature block because the client accepts by reply.

How to adapt this document

For a renewal with no change at all, keep the table and put the word Unchanged in every From column, because a client who can see that nothing moved signs faster than one who has to take it on trust. For a renewal where the price falls or the term shortens, keep the same shape and lead with the reason, since an unexplained decrease reads as a service cut. For a renewal you do not want, replace the changes table with a short paragraph saying the agreement ends on its end date, name the handover items and dates, and offer to introduce another provider, which is a non renewal letter rather than this one.

What makes this document work

Old and new sit in the same row

Monthly fee moves from $1,480 to $1,560, devices covered from 45 to 60, priority 1 response from four hours to two, and the term from 12 months to 24. A client reading a single Now column against a From 1 February 2027 column can see every change without hunting through paragraphs for the word increase.

The rise is explained as a number and a reason

The paragraph under the table says the fee rises $80 a month, which is 5.4 per cent and the first rise since February 2024, and then says what the extra money buys. A percentage with a date beside it is harder to argue with than a new figure on its own.

Silence has a stated consequence

The warning callout says nothing renews automatically, support ends at 5 pm on 31 January 2027, monitoring stops that night, and later work is charged at $185 an hour. That is what turns a renewal letter into something a busy practice principal answers before the deadline.

Questions people ask

When should a renewal letter be sent?

Far enough ahead that the client can shop around and still renew in time. This one is sent on 20 November for a 31 January end date, which is about ten weeks, with a reply asked for by 15 December. If the contract has a notice period for non renewal, send before that window opens so nobody is trapped.

Should the price rise be a percentage or a dollar figure?

Both. The dollar figure is what leaves the account and the percentage is what makes it feel reasonable. This letter gives $80 a month and 5.4 per cent, and adds when the last rise was. A rise with no date attached invites the reader to assume it happens every year.

What if the contract renews automatically?

Then the letter says so, states the date the new term starts, and gives the deadline for opting out rather than the deadline for accepting. Automatic renewal terms in small business contracts can be scrutinised closely, so make the exit as easy to find as the price.

Does a renewal letter need to be signed?

Not this one. It is an offer to renew and the client accepts by replying, after which a fresh agreement is sent for signature in January. Sending a signature block with the letter suggests the terms are final, which shuts down the conversation the letter is meant to open.

How do I renew and change the scope at the same time?

Put the scope change in the table as a changed term, not in a covering note. Here the device count and response time move in the same table as the price, so the client sees the trade. If the change is large, quote it separately and keep the renewal letter to the existing service.

What happens if the client asks for more time?

Give it in writing, with a new date, and say whether the current terms continue in the meantime. Do not let the contract lapse into an undocumented month, because that is where arguments about rates and response times start. A one line extension letter is enough.

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