Request Letter for Extension of Employment Contract by Employee Sample

In this article, I’ll provide you with a detailed, step-by-step guide to crafting an effective request letter for an employment contract extension, complete with a proven template to get you started.

Key Takeaways

  • Understand Your Value: Recognize and articulate the contributions you’ve made to the company.
  • Be Professional: Maintain a formal tone and structure in your letter.
  • Timing is Crucial: Send your request at an opportune time.
  • Customize Your Letter: Tailor your letter to reflect your specific situation and the company’s culture.
  • Follow Up: Always follow up if you haven’t received a response within a reasonable time frame.

Step 1: Review Your Current Contract





Before you begin writing, it’s crucial to thoroughly understand the terms of your existing contract. Identify any clauses related to renewal and note the expiration date. 

This will not only help you time your request appropriately but also ensure that you’re adhering to any specified protocols for contract extensions.

Step 2: Gather Your Achievements

Reflect on your time with the company and list your key contributions. Have you exceeded specific targets? Did you lead a successful project? Compile quantitative results if possible, as these will strengthen your case. 

For instance, after implementing a new inventory management system, I helped reduce operational costs by 15%, a point I highlighted in my extension request.

Achievements Table

ProjectRoleOutcome
Inventory Management System ImplementationProject LeadReduced operational costs by 15%
Annual Marketing CampaignCoordinatorIncreased lead generation by 20%

Step 3: Draft Your Letter


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Start with a formal greeting and address your letter to the appropriate person, usually your direct supervisor or the HR manager. Begin with a brief introduction stating your current position and the purpose of your letter.

Example Introduction:

Dear [Supervisor’s Name],

I am writing to formally request an extension of my employment contract. My current contract is due to expire on [Expiration Date], and I am keen to continue my journey with [Company Name].

Step 4: Justify Your Request

This is where your prepared list of achievements comes into play. Clearly articulate how your efforts have positively impacted the company. Be specific and, where possible, link your achievements to the company’s goals and objectives.

Example Justification:

In the past year, as the Project Lead for the new inventory system, not only have I streamlined operations, but I have also trained the team to ensure everyone is up to speed with the new process, significantly enhancing our department’s efficiency.

Step 5: Be Clear About Your Terms

Specify the length of the extension you are seeking and any other conditions or modifications to your contract terms. Are you looking for the same terms or are there new conditions you’d like to negotiate?

Example Terms Request:

I am seeking an extension of one year with the possibility of further renewal, subject to mutual agreement. Additionally, I would appreciate the opportunity to discuss a possible adjustment in my remuneration to reflect my current responsibilities.

Step 6: Close Professionally

Thank your supervisor for considering your request and express your eagerness to continue contributing to the team. Provide your contact information and invite them to discuss this matter further.

Example Closing:

Thank you for considering my request for an employment contract extension. I am looking forward to your positive response and am eager to discuss this in more detail at your earliest convenience. Please feel free to contact me at [Your Contact Information].

Step 7: Follow Up

If you do not receive a response within a week or two, a polite follow-up email or a brief meeting request can be appropriate. It shows your initiative and interest in continuing with the company.

Proven Template

[Your Name]
[Your Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Recipient’s Name]
[Recipient’s Job Title]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient’s Name],

I hope this message finds you well. As my current employment contract approaches its expiration on [Expiration Date], I am writing to express my desire to continue my professional journey with [Company Name]. 

Over the past [duration of employment], I have been committed to delivering high-quality work and contributing to our team’s goals and objectives.

During my tenure, I have successfully managed to [mention any significant achievements, projects, or contributions]. For example, [describe a specific accomplishment and its positive impact on the company]. 

These achievements underscore my dedication and alignment with the company’s vision and operational goals.

Given my contributions and the ongoing projects I am involved with, I am eager to extend my contract for an additional [desired period of extension] to ensure continuity and the successful completion of our initiatives. 

I believe that my continued involvement will bring further value to the team and help achieve [specific company goals or projects].

I am hopeful that we can agree on the terms for a renewed contract that reflects mutual interests and considerations. I am open to discussing this at your earliest convenience and am flexible with the schedule to accommodate this important conversation.

Thank you for considering my request. I am looking forward to your positive response and to continuing my career with [Company Name]. Please feel free to contact me at your convenience via [preferred contact method].

Sincerely,

[Your Name]

Frequently Asked Questions (FAQs)

Q: How early should I submit my request for an extension of my employment contract? 

Answer: From my experience, it’s best to submit your request at least three months before your contract expires. This timing has allowed adequate discussion and negotiation room, ensuring decisions aren’t rushed on either side.

Q: What should I include in my request letter to make it more compelling? 

Answer: In my letters, I always include specific achievements and their impact on the company, as well as express my ongoing commitment to the organization’s goals. This approach has often helped underscore my value to the team and strengthened my case for an extension.

Q: Is it appropriate to negotiate terms in my extension request letter?

Answer: Yes, it is perfectly appropriate. I have successfully negotiated terms by respectfully suggesting adjustments, such as salary increments or role enhancements, ensuring they align with my contributions and future commitments to the company.

Q: What if my request for an employment contract extension is denied?

Answer: In my experience, if a request is denied, it’s crucial to seek constructive feedback and understand the reasons behind the decision. This can provide valuable insights for future opportunities either within the same company or elsewhere.

Q: How do I handle the uncertainty while waiting for a response to my extension request?

Answer: I’ve found that maintaining open communication with HR or your manager can alleviate some of the stress. Keeping engaged with ongoing projects and preparing for any outcome also helps manage the uncertainty effectively.

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