The Contract Renewal Request Letter is a crucial business document used when an organization wishes to extend an existing contractual arrangement in Saudi Arabia. It serves as the formal initiation of the renewal process and must be prepared in accordance with Saudi Labor Law, Civil Transactions Law, and relevant commercial regulations. This document is typically used 30-90 days before the expiration of an existing contract, depending on the contract's terms and industry standards. The letter should include essential elements such as contract reference details, current terms, proposed renewal period, and any requested modifications. In Saudi Arabia, particular attention must be paid to proper formatting, including the use of both Gregorian and Hijri calendar dates, appropriate honorifics, and formal business language. The document may need to be accompanied by supporting documentation such as commercial registrations, performance reports, or authorization letters, especially when dealing with government entities or regulated sectors.
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1. Header Information: Complete contact information of both parties, including company names, addresses, and the date (in both Gregorian and Hijri calendars as per Saudi business practice)
2. Reference Line: Contract reference number, original contract date, and any other relevant identification numbers
3. Subject Line: Clear indication that this is a contract renewal request
4. Formal Greeting: Appropriate salutation to the authorized person with their correct title
5. Contract Identification: Clear identification of the existing contract including its nature, parties involved, and original execution date
6. Current Status: Brief statement about the current contract's expiration date and status
7. Renewal Request: Formal request for renewal including proposed duration and terms
8. Closing: Professional closing with full contact information and signature block
1. Performance Summary: Brief overview of the successful execution of the current contract - include when there's a positive track record to support renewal
2. Proposed Changes: Any modifications to terms or conditions being requested as part of the renewal - include only if changes are being proposed
3. Business Justification: Explanation of the business case for renewal - include for complex or high-value contracts
4. Cost Summary: Overview of current and proposed costs - include if there are financial terms to be discussed
5. Timeline of Milestones: Key achievements during the current contract period - include for long-term or project-based contracts
1. Current Contract Copy: Copy of the existing contract being referenced for renewal
2. Performance Reports: Relevant performance metrics or evaluation reports from the current contract period
3. Updated Pricing Schedule: If applicable, detailed breakdown of any new or revised pricing structures
4. Commercial Registration: Updated copy of commercial registration and other relevant business licenses
5. Authorization Letter: Document confirming the signatory's authority to request the renewal
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Oil & Gas
Construction
Information Technology
Healthcare
Manufacturing
Professional Services
Telecommunications
Real Estate
Education
Banking & Finance
Retail
Government Services
Transportation & Logistics
Relevant Teams
Legal
Procurement
Contracts Administration
Business Development
Operations
Commercial
Compliance
Administrative Services
Supply Chain
Project Management
Account Management
Relevant Roles
Contract Manager
Procurement Manager
Legal Counsel
Business Development Manager
Project Manager
Operations Manager
Commercial Director
Account Manager
Compliance Officer
Administrative Manager
Facilities Manager
Supply Chain Manager
CEO
Managing Director
Department Head
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