Free tool
Termination letter template
Download the template, fill in the details and send it to the vendor. Below is a short guide to what the letter should contain.
Preview
[Your company] (org. no. [Your org. no.]) 30.10.2026 To: [Vendor] Termination of agreement: [Agreement / customer number] We refer to the agreement above and hereby give notice of termination in accordance with its termination provisions. We ask that the agreement ends with effect from [Agreement ends], or from the first possible date after the notice period if that is later. Please confirm in writing that this notice has been received and the date on which the agreement ends. We also ask that any automatic renewal is stopped and that no invoices are issued for the period after termination. Kind regards [Name of signatory] [Your company]
What a termination letter should include
A good termination letter is short and impossible to misread. Include: your company name and organisation number, the vendor's name, which agreement it concerns (contract number, customer number or product name), a clear sentence stating that the agreement is terminated, the desired end date or “at the earliest possible date under the agreement”, and the name of the person authorised to give notice.
Ask for written confirmation that the notice has been received and the date the agreement ends. Send it the way the agreement requires – often e-mail to a specific address, sometimes through a customer portal – and keep a copy and any receipt. Also check whether you need to return equipment, export data or remove user access before the end date.
Questions about giving notice
Is e-mail good enough?
It depends on the agreement. Many accept e-mail, but some require a specific form or address. Check the terms and use the channel they describe.
What if the vendor doesn't confirm?
Follow up in writing and keep evidence that notice was sent in time. The confirmation matters if a disagreement arises later.
Can I give notice early and still use the service until the end of the term?
Usually yes – notice prevents renewal, but the agreement runs to the end of the period. The agreement sets out what applies.
Who can give notice on behalf of the company?
Someone authorised to enter into and end agreements, such as the managing director or a person with delegated authority. If unsure, check internally before sending.
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