Renewal Control Copy Pack

A copy/paste-ready set of trackers, checklists, and scripts to implement renewal control in under 60 minutes.

• Cost impact: prevents "default renewals," escalator compounding, and missed renegotiation windows
• Risk impact: prevents compliance gaps (COI/licenses) and operational disruption from last-minute vendor swaps
• Carbon impact (secondary): renewals are the best leverage point to add data readiness requirements and performance expectations

Use this if any of the following are true:

• You don't know your top vendor renewal dates and notice deadlines
• Auto-renewals keep happening "by accident"
• Contracts live across inboxes and random drives
• Only one person knows where the contract is
• You renegotiate too late (inside notice windows) and lose leverage

Step 1 — Create one folder (5 minutes)

Create a single place for executed contracts and amendments:

• Contracts Repository (folder)
  • 01_Executed_Agreements/
  • 02_Amendments_and_SOWs/
  • 03_Notice_Letters/
  • 04_Compliance_Docs/

Beginner rule: "Executed" means signed. Drafts don't count.

Step 2 — Create your Contract Index (15 minutes)

• Copy the Contract Index template below into a Google Sheet
• Create rows for your top 20 vendors by spend (or top 20 risk-heavy vendors)

Step 3 — Triage renewals by risk (10 minutes)

• Copy the Renewal Risk Triage Tracker
• Sort by earliest renewal/end date first
• Mark risk High if:
  • auto-renew exists AND notice window is unclear
  • escalator is uncapped or unclear
  • vendor is operationally critical

Step 4 — Install the escalation ladder (10 minutes)

• Copy the Renewal Escalation Ladder
• Put reminders on the calendar for:
  • T-120, T-90, T-60, T-45, T-30 (relative to end/renewal date)

Step 5 — Run your first renewal decision (20 minutes)

• For your top 1–3 highest risk vendors:
  • Fill out the Renewal Decision Memo
  • If non-renewal/termination is possible, draft the Notice Email
  • Store the notice draft in 03_Notice_Letters/