Renewal Letter

How to write a Renewal Letter? Renewal meaning, types of renewal letter format for sample examples

Renewal means resuming once or to start again after a break.

Renewal letter is an official letter is the action of making an agreement continue for an extended period of time or validity after it has come to an end or the act of renewing is also called continuation or repetition of a license, contract, subscription or a membership etc The Renewal letter is the continuation of the relationship in-force status by the payment of a premium or dues against the same.  It is legal and valid document and both the parties are bound to follow the terms and condition listed in this letter.

When is a Renewal Letter written?

It could be a letter or an official document restarting an activity or proposing to restart it like employment, an order, a lease, a contract, subscription, license, a loan, a bank account, a credit card or insurance for a further period of time amongst others. It is a confirmation of restart of any activity or association after a break or gap due to several reasons like maternity leave, lapse of subscription, extension of loan tenure, expiry of credit card or license or the maturity of a policy.

Why Need a Renewal Letter?

It is an acknowledgement of the interest to restart a particular activity and also confirms that discussions have been conducted around the same interest. It is also a proof of these discussions and may state the term of restarting the activity. It is a confirmation of the mutual agreement to continue the association for a further period of time.  

How to write a Renewal Letter?

This is always a formal letter and should use the correct titles, references, correct details and designations involved. The actual letter should be precise, concise, non-repetitive.

The letter states the names of the intended recipient at the top and the name of the sender entering into the agreement to restart the activity or association at the end of the letter. Always use Mr./Ms/Mrs. with the last name (Example Mr. Singh/Mrs. Iyer/Ms. Singhania Not Mr.Anil/Mrs.Anita/Ms.Vimla)

 The date (actual or tentative) and the place or addresses the parties involved. The subject of the letter should point at the matter of the letter in short. Use Dear or Respected to address the recipient.

Terms and conditions of the duration of the renewal should be mentioned along with reasons for request or renewal some of the good observations from the previous tenure. The start and end date of the renewal and the benefits are also mentioned. It may also contain a proposal or a request rather than the actual terms which can be taken to conclusion later. The letter also contains the reference number to an earlier correspondence and the mention of the new reference number.  

It will also contain the actual or a digital signature of the sender be it an individual or company at the end of the letter.

A copy of the letter is always made the sender gets it confirmed and signed by the recipient and retains a copy of the letter as proof.

Benefits of a Renewal Letter

These letters are printed proofs of the continuity of association and hold true legally. They record information and store them for future reference. Since a renewal is a restart it could also state the ending of a previous agreement.

A renewal letter has the same objective and the reasons and the specific details may change depending on the subject. This letter is a continuation document and is very important proof that there was and will be a restart to an activity or a partnership.     

Type of Reenewal letter covered

  •        Renewal of Agreement

  •        Renewal of License

  •        Renewal of Contract

  •        Renewal of Employment

  •        Renewal of Insurance Policy

  • ·      Renewal of Passport

Renewal Letter Format Sample :

Here are some very good, free, downloadable templates for some very often seen situations.

 


 

Contract Renewal Letter

Sample Template


 

 

DATE ____________

 

Name of the employee

Address ____________

___________________

 

 

 Sub: Contral Renewal 

 

 

Dear Sir,

 

We invite a reference to our earlier letter No. ________ dated ________.

 

Your contract is extended for a period of ____ from _______ (PERIOD) to ______, with effect from________ (DATE).

 

All the other terms and conditions of the letter dated _______ (DATE) referred to above would remain the same.

 

Thanking you,

 

 

Yours Faithfully,

 

 

Signature

Name

Designation

(HR & ADMIN.)

 

 

 



 


Renewal of an Agreement

Sample format


 

Date: (dd/mm/yy)

To,

Name of the Recipient (Company/Individual)

Address and Zip Code

 

Subject: Regarding the renewal of our agreement

 

Dear [Name],

Refer to the License Agreement between [Name of the Owner] and [Name of renter] dated [Date]. The term is set to lapse on [Date].

We have been extremely happy with our association and we would be interested in offering a renewal in the Agreement for a further term of [weeks, months, years.

 

Kindly confirm in writing to your acceptance or otherwise to this offer of extension. Kindly respond no later than [Date response required by], to ensure continuous service to our tenants.

 

We look forward to hearing from you.

 

Yours Sincerely,

 

 

(Signature/Stamp)


Name of the Sender (Company/Individual)



Letter of Renewal Of License


 

Date: (dd/mm/yy)

To,

Name of the Recipient (Company/Individual)

Address and Zip Code
 

Sub : Renewal of License

 

Respected Sir/Madam,

 

I, __________________, would like to renew the trading license for a period of 2 more years starting (Date)___________ to End Date __________.

Details of the Original License is also mentioned below. Attached is the duly filled form required for Renewal of License.

 

Original License No: ______

Original Date of Issue: ______

Issued Place: ___________

Receipt No. /Challan. No (If Any): __________

Renewal Fee Details (If Any)___________

Details of Form attached for renewal:

 

Thanking you,


YoursSincerely,

(Signature/Stamp)


Name of the Sender (Company/Individual)



RENEWAL OF AN INSURANCE POLICY SAMPLE


 

 

     Date: (dd/mm/yy)

To,

Name of the Recipient (Company/Individual)

Address and Zip Code

 

Subject: Regarding the renewal of your insurance policy (Reference Policy Number: _________) 

 

 Dear [Name],
 

You have been a valued customer of  ___________(organisation/bank name) the past _______________(duration). We are privileged to be of service to you and are extremely grateful for your patronage and would like to confirm the renewal of your insurance policy ___________for a further term of ____________[weeks, months, years] as mutually agreed.

 

The terms and conditions of renewal have been attached with this letter. Kindly read carefully acknowledge the same. Since this is a special offer, do respond no later than [Date response required by], to ensure our continued service under the same scheme.

 

Yours Sincerely,

(Signature/Stamp)


Name of the Sender 

(Company/Individual)

 



Renewal of a Passport 

Letter Sample


 Date: (dd/mm/yy)

To,

 

Name of the Recipient (Company/Individual)

Address and Zip Code

 

Subject: Regarding the renewal of your passport (Old Passport Number: _________) 

 

 Dear [Name],
 

We are pleased to send this confirmation of the renewal of your passport no: _____________basis your new application dated____________ for a further duration of ____________[weeks, months, years].

 

The terms and conditions of renewal have been attached with this letter which is being couriered prior to the dispatch of your new passport.

 

You may call our customer service (Mon to Fri: 10m to 6pm) or write in with queries if any.

 

Yours Sincerely,

(Signature/Stamp)


Name of the Sender (Company/Individual)

Designation:

Place:

 

 

 

 



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