Termination of cleaning contract CS-118, Hallow and Pike
Contract termination letter template that cites the clause it relies on
A termination letter is judged on one thing later: whether it ended the contract the way the contract said it could be ended. This one names clause 14.2, counts the 60 days, fixes the last day of service, and settles the handover and the final invoice before anyone has to ask.
The document, page by page
Every page as it renders and as it prints, with nothing summarised. Read the wording before you reuse it.
Section by section
What each section is for, so you can keep the ones you need and drop the rest.
- Letterhead and addressee
- Hallow and Pike monogram letterhead, 30 September 2026, sent by email and by post to Cobalt Facility Services.
- Subject
- Notice of termination, cleaning contract CS-118.
- The clause, the notice and the end date
- Clause 14.2, 60 days written notice, service ends after the last clean on Sunday 29 November 2026.
- Why, in one sentence
- A termination for convenience, not a complaint, with the crews credited for four years of work.
- Handover list
- Keys and fobs, alarm codes, consumables and stock list, safety data sheets, site schedules, each with a date.
- Final invoice
- Invoice by 5 December for work to 29 November, paid within 14 days, no termination fee, no rights waived.
- Signature block
- One party, for Hallow and Pike Retail Group, with name, position and date.
How to adapt this document
To end a contract for breach rather than convenience, replace the clause 14.2 paragraph with the breach clause, describe the breach with dates, say what was asked for and when, and give the cure period the contract allows before termination takes effect. To end a contract that has already expired and is running on, drop the notice arithmetic and confirm the last day of service instead, since there is nothing to terminate. To end a contract where money is in dispute, keep the handover list, move the final invoice paragraph up, and set out what is agreed and what is not, so the dispute sits in its own paragraph rather than colouring the whole letter.
What makes this document work
The clause and the arithmetic are both on the page
The first paragraph names clause 14.2, says it allows either party to end the contract for any reason on 60 days written notice, and then lands the date: the contract ends after the last clean on Sunday 29 November 2026. Notice given on 30 September plus 60 days is 29 November, so the reader can check the count.
It separates the decision from the performance
One sentence says this is a termination for convenience, not a complaint, and that the crews have been reliable for four years. That matters commercially, because a supplier who is told the work was fine will hand over properly, and it matters legally, because a complaint would invite a different clause.
Five handover items, each with a date
Eleven keys and six fobs by 30 November, alarm codes removed on 29 November, unopened consumables with a stock list by 27 November, current safety data sheets, and the site schedules by 20 November. A handover list without dates is a wish, and the dates here run backwards from the last clean.
Questions people ask
Do I have to give a reason to terminate a contract?
Only if the clause you are using requires one. A termination for convenience clause, like clause 14.2 here, needs notice and nothing else. A termination for cause needs the breach described and usually a cure period first, so check which clause you are relying on before you write a word about why.
How do I count the notice period?
From the day the notice is given, unless the contract says otherwise, and check whether it counts calendar days or business days. This letter is dated 30 September and ends the contract after the last clean on 29 November, which is 60 calendar days. Write both the count and the resulting date so the other side can check it.
Should the letter be sent by email or by post?
Send it the way the notices clause says, and if in doubt send it both ways, as this letter records on its second line. A notice that was validly given but cannot be proved is the same as no notice, so keep the sent items and the postal receipt with the file copy.
Can I stop the service straight away?
Not under a notice clause. Service continues through the notice period and is invoiced as normal, which this letter says in the first paragraph. Stopping early without a right to do so is itself a breach, and it hands the other side a claim for the rest of the term.
Is a termination fee payable?
Only if the contract says so. This letter states that no termination fee is payable under clause 14.2, which closes off the question before it is asked. If a fee does apply, state the amount and how it was calculated in the same paragraph as the final invoice.
Should a termination letter be signed?
Yes. A notice that ends a commercial contract is worth a signature and a printed name and position, which is why this one carries a signature block for the retail group. Keep the signed copy and the proof of delivery together, because they are the evidence that notice was given on the date claimed.
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