Free template from Keepwatch
Business phone and internet non-renewal letter
Stop a business internet, phone or VoIP service agreement from renewing, without losing your phone numbers.
Moving your phone numbers? Start the transfer first. If you’re keeping your business numbers, ask your new provider to transfer them (a “port”) before the old service ends, and don’t let the old account disconnect until the transfer is complete. Numbers on a disconnected account can be lost.
Before you send it
- Line up the new service first. Business internet and phone lines can take weeks to install. Book the new service, with its install date, before the old one ends.
- Transfer your numbers before you cancel. Your new provider starts the transfer, called a port, using the account number and PIN on the old account. Keep the old service active until the port finishes.
- See what you’re ending. Internet, phone lines, TV and static IP addresses may be under one agreement or several, each with its own term. Ending one part can change the price of the rest.
- Know the fees. Many business agreements renew automatically for another term or go month to month, and charge an early termination fee if you leave before the term ends. Unreturned equipment is usually billed. Find your date with the notice deadline calculator.
- Get it in writing. Providers often ask you to call. Send written notice the way the agreement requires anyway, keep any confirmation number from the call, and keep shipping receipts for returned equipment.
Other contracts: all letter templates.
The template, as text
The same letter with blanks in brackets, for copying into your own letterhead. The optional notice-period sentence is included; delete it if your contract doesn’t state a period.
[Your name]
[Your title]
[Your company]
[Your address]
[Date]
VIA CERTIFIED MAIL, RETURN RECEIPT REQUESTED
[Service provider]
[Their notice address, from the contract]
Re: Notice of Non-Renewal of Service Agreement
To whom it may concern:
This letter is written notice that [Your company] does not intend to renew the above-referenced agreement with [Service provider] (the “Agreement”).
The Agreement requires not less than [notice period] written notice prior to the end of the current term. This notice is given on [Date], in advance of the [End of current term] expiration, and is intended to satisfy that requirement.
Accordingly, the Agreement will expire by its terms on [End of current term] and will not renew.
If any of our telephone numbers are being transferred to another provider, please complete those transfers and do not disconnect or release the numbers until they are done.
Please provide instructions for returning any modems, routers, phones or other equipment you supplied at our service address, including any return deadline.
Please send a final invoice for any amounts you consider due through the end of the term.
Please acknowledge receipt of this notice.
Sincerely,
_______________________________
[Your name]
[Your title]
[Your company]
Next year, don’t start from the contract. Keepwatch tracks the notice deadline for every contract you have signed, reminds you before each one, and drafts this letter from the contract’s own details. Free for three contracts on iPhone, iPad and Mac. Get Keepwatch.
Common questions
How do I cancel a business internet contract without an early termination fee?
Give notice of non-renewal by the deadline, so the service ends at the end of the current term. Many business agreements renew automatically for another term or go month to month; check which yours does, and what fee applies if you leave earlier.
Will I lose my business phone number if I cancel?
You can, if the old account disconnects before the number moves. Ask your new provider to port the numbers first, and let the old service end only once the port is complete.
When do I have to send a non-renewal letter?
By the notice deadline in your contract, which is usually a set number of days or months before the current term ends. Use the free notice deadline calculator to find the date, and allow time for delivery if the contract counts notice from when it is received.
How should I send it?
The way your contract’s notice clause requires. Many require certified mail, overnight courier or hand delivery, and some do not accept email. Keep the receipt or tracking record as proof of when the notice went out and when it arrived.
What if they don’t acknowledge the letter?
Follow up in writing and keep a copy. A missing acknowledgment does not by itself make your notice ineffective, but proof of delivery matters if the other side later says it never arrived.
Linking to a filled-in letter
Add ?example to open the Miami example: https://lincolnroadapps.com/keepwatch/non-renewal-letter/business-phone-internet/?example.
To open the builder with details already filled in, put them after a #, which
browsers never send to the server: https://lincolnroadapps.com/keepwatch/non-renewal-letter/business-phone-internet/#co=Your%20Company&rc=Their%20Company&end=2026-12-31&nn=60.
Fields: co your company, nm name, ti title, ad
address, rc recipient, at attention, ra their address,
ag agreement title, agd agreement date, acct account
number, loc location or premises, cc copy to, end end of
term, nn notice period, nu days or months,
nb calendar or business, dm delivery method.
Dates are YYYY-MM-DD; use %0A for a new line in an address.
This template is sample language, not legal advice, and the builder runs entirely in your browser; nothing you type is sent anywhere. Your contract controls: check the notice clause for what the notice must say, who receives it and how it must be delivered. For advice about a specific agreement, consult an attorney.