Renewal Control System

Stop surprise renewals, regain leverage, and make every renewal decision defensible

Run the OperationCorePlaybook25 min

What you'll accomplish

By implementing this system you will:

  • •Know exactly which contracts are at risk in the next 30/60/90/120 days
  • •Never miss a notice deadline again (the #1 way leverage dies)
  • •Run renewals like a pipeline (not a panic event)
  • •Standardize a one-page Renewal Decision Memo so Finance can approve quickly
  • •Create a clean "contract-to-invoice" linkage that reduces scope creep and billing leakage
  • •Add optional "carbon/data readiness" tagging without slowing your operational wins

Who this is for

  • •Finance: wants predictable spend, fewer surprises, and auditability
  • •Procurement & Ops: wants leverage, better terms, and vendor accountability
  • •Property/Facilities/Ops leaders: wants service stability with less chaos
  • •Sustainability (optional): wants supplier/data readiness baked into vendor processes

When to use this

  • •You've ever missed a notice deadline (or don't know if you have)
  • •Renewals get handled "last minute"
  • •Pricing escalators quietly compound
  • •Scope creep shows up as "extra work" on invoices
  • •You can't easily find the executed agreement, SOW, and amendments

Prerequisites

Quick start (30–60 minutes)

Do this with your top 20 vendors (by spend or operational criticality):

Create the Renewal Tracker (Template 1)
For each vendor, capture: contract end date, notice window and notice deadline, auto-renew yes/no, renewal term length, escalator summary, owner (a real person)
Create calendar alerts for each notice deadline: T-150, T-120, T-90, T-60, T-30
Schedule a weekly 30-minute Renewal Standup (Template 2)
Add a hard rule: No renewal decision without a one-page memo (Template 3)

If you only do the above, you will eliminate most "surprise renewals."

The core concept (plain English)

Renewals aren't about the end date. They're about the notice deadline.

Beginner rule: If you miss the notice deadline, your leverage is gone.

This system exists to ensure:

  • • you see renewals early enough to act
  • • you have an owner and next action
  • • you can decide renew/renegotiate/rebid with evidence

Definitions (so you don't get tripped up)

End date:when the current term ends
Notice window:"X days prior" (e.g., 60 days)
Notice deadline:the actual date you must send notice
Auto-renewal:contract extends unless notice is sent
Renewal term:how long it extends (often 12–36 months)
Delivery method:how notice must be sent to count (email? certified mail? to a specific address?)

Beginner trap: Many contracts require notice to be "received," not "sent."

Step-by-step implementation

1

Define your renewal universe

What to do

  • Start with vendors that can hurt you:
  • • top spend
  • • operationally critical (HVAC, elevators, security, waste)
  • • high dispute history
  • • long terms + auto-renew clauses

Done looks like

A list of 20–50 vendors in scope with clear owners

Common mistake

Starting with every vendor. Start with the ones that matter.

2

Gather the actual contract set

What to do

  • For each vendor collect:
  • • MSA (if any)
  • • SOW(s) / scope exhibits
  • • pricing exhibit(s)
  • • amendments / addenda
  • • change order rules (often in the SOW)

Done looks like

You can open one folder and see the executed documents in 60 seconds

Common mistake

Using a draft or proposal instead of the executed agreement.

3

Extract renewal-critical terms into the tracker

What to do

  • Extract only what you need to control timing + leverage:
  • • end date
  • • auto-renew yes/no
  • • renewal term length
  • • notice window + notice deadline
  • • delivery method required
  • • termination for convenience (yes/no)
  • • escalator type and cap (if any)

Done looks like

Renewal tracker populated for the top 20 vendors

Common mistake

Tracking end dates but not notice deadlines.

4

Create your renewal pipeline stages

What to do

  • Use a simple lifecycle:
  • • T-150 / T-120: Discover — performance and billing review, scope reality vs paper scope, stakeholder requirements
  • • T-90: Decide — renew / renegotiate / rebid, market check or quotes if needed
  • • T-60: Negotiate — redlines, pricing options, service levels / scope tightening
  • • T-30: Execute — approvals, send notice if required, finalize and store executed documents

Done looks like

Each vendor inside 120 days has a stage + next action + owner

Common mistake

Negotiating at T-30. That's too late.

5

Run a weekly Renewal Standup

What to do

  • Weekly 30 minutes
  • Review only vendors inside 120 days
  • Assign next actions and unblock

Done looks like

No vendor sits without an owner or next action

Common mistake

Turning it into a 60-minute debate. Keep it tactical.

6

Require a Renewal Decision Memo

What to do

  • For every renewal inside 90 days:
  • • create a one-page memo (Template 3)
  • • require approvals based on spend threshold
  • • attach evidence links (contract + invoices + scorecard)

Done looks like

Leadership can approve fast because the memo is standardized

Common mistake

Trying to write a "perfect" memo. Keep it one page.

7

Execute notice correctly (when needed)

What to do

  • If you plan to terminate or prevent auto-renew:
  • • send notice using the required method
  • • send early enough for delivery/receipt rules
  • • retain proof (email thread, certified mail receipt, etc.)

Done looks like

Proof of notice is stored with the contract

Common mistake

Sending notice "to the rep" instead of the address in the contract.

Note: This is operational guidance, not legal advice.

8

Closeout and update the system

What to do

  • After renewal is executed:
  • • store the executed renewal/amendment
  • • update tracker end date + new notice deadline
  • • log what changed (price, scope, SLA, terms)
  • • schedule the next alerts automatically

Done looks like

The tracker is always "current" for the next cycle

Common mistake

Forgetting to update the tracker after signing.

Templates included

Template 1 — Renewal Tracker (columns)

Use this as a spreadsheet table:

FieldDescription
VendorVendor name
CategoryHVAC / Janitorial / Waste / Security / etc.
Sites coveredList or link
Contract typeMSA / SOW / Both
Contract start dateDate
Contract end dateDate
Auto-renewY/N
Renewal term lengthe.g., 12 months
Notice window (days)e.g., 60
Notice deadlineActual date
Notice delivery methodEmail / certified mail / address / "received by"
Termination for convenienceY/N + notice requirement
Escalator typeFixed % / CPI / market / other
Escalator capIf any
Pricing exhibit linkURL/file
Contract folder linkURL/file
OwnerA person
StageT-150/T-120/T-90/T-60/T-30/Closed
Next actionShort action
Next action due dateDate
Last renewal decisionRenew / Renegotiate / Rebid
NotesAnything important

Template 2 — Weekly Renewal Standup (30 minutes)

Agenda (30 minutes)

1) Contracts inside 120 days (10–15 min)
- Vendor
- Stage (T-120/T-90/T-60/T-30)
- Owner
- Next action + due date
- Blockers

2) High-risk items (10 min)
- Notice deadlines within 45 days
- Vendors with dispute history
- Any vendor proposing "market adjustment" or non-capped escalators

3) Decisions needed (5 min)
- Approvals to pursue rebid
- Approvals for negotiation targets

4) Closeout (2 min)
- Confirm next meeting
- Confirm owners updated tracker

Template 3 — Renewal Decision Memo (one page)

Vendor:
Category:
Sites covered:
Contract end date:
Notice deadline:
Auto-renew (Y/N):
Current annual spend (last 12 months):
Current scope summary (plain English):

Performance summary (last 90 days):
- Quality:
- Responsiveness:
- Billing integrity:
- Compliance/safety:

Current pricing terms:
- Base rates:
- Escalator type/cap:
- Pass-through rules:

What is changing (choose one):
[ ] Renew as-is (rare; justify)
[ ] Renegotiate (preferred default)
[ ] Rebid/replace

Proposed new terms (bullets):
- Price change:
- Term length:
- Termination for convenience:
- SLA changes:
- Scope tightening/clarity:

Risks and mitigations:
- Risk:
- Mitigation:

Approvals:
- Finance:
- Ops:
- Legal (if needed):
Decision date:

Template 4 — Renewal Kickoff Email (internal)

Subject: Renewal kickoff — [Vendor] (Notice deadline: [date])

Team — we are inside the renewal window for [Vendor].
Contract end date: [date]
Notice deadline: [date]
Goal: decide renew/renegotiate/rebid by [T-90 date].

Please send by [date]:
- Any issues with performance or scope
- Any upcoming operational changes (sites, frequency, requirements)
- Any invoice/charge issues you've seen
- Your "must change" and "nice to change" items

We will review in the weekly Renewal Standup.
Thanks,
[Owner]

Template 5 — Notice tracking checklist (send correctly)

Before sending notice:
- Confirm notice deadline date
- Confirm required delivery method and address
- Confirm whether notice must be "received" by deadline
- Draft notice with correct legal entity names
- Send early enough for delivery (buffer)
- Store proof of sending/receipt in contract folder
- Update Renewal Tracker status to "Notice sent" with timestamp

Template 6 — Carbon/Data Readiness add-on (optional, do not slow renewals)

Add these fields to the Renewal Tracker for later Scope 3 readiness:

  • • Data relevance: None / Potential / High
  • • Likely reporting area: Scope 3 Cat 1 / Cat 2 / Cat 5 / Leased Assets / Other
  • • Data request status: Not requested / Requested / Partial / Complete
  • • Next data request action

Supplier data request (Level A — low friction)

- Sites served
- Service frequency
- Materials used (high level)
- Travel pattern indicator (if relevant)
- Waste tonnage (if waste vendor)
- Any existing sustainability documentation

Common pitfalls and edge cases

Common pitfalls

  • •Tracking end dates instead of notice deadlines
  • •Missing amendments that override notice terms
  • •Allowing vendor reps to "interpret" the contract for you
  • •No single owner → everyone assumes someone else handled it
  • •Negotiating too late (inside 30 days)
  • •Not storing proof of notice delivery

Edge cases

  • •Evergreen/month-to-month: treat as a rolling negotiation cycle; still set monthly/quarterly review cadence
  • •Multi-site SOWs: each site may have different scope; link site lists clearly
  • •Rolling price adjustments mid-term: require documentation rules and caps
  • •Critical vendors (elevators/security): rebid plan must include continuity risk mitigation

How to prove impact (simple KPIs)

Pick 3:

  • •% of top vendors with tracked notice deadlines
  • •# of renewals reviewed at T-90 (not last minute)
  • •$ saved/avoided from renegotiation or corrected terms
  • •# of auto-renewals prevented
  • •Reduction in invoice variance after scope tightening

Evidence and Confidence

Confidence: High (this is an operational control system used across procurement/finance teams).

Assumptions: You can identify top vendors and access executed agreements.

Where this can fail: If ownership and weekly cadence aren't enforced, or if contracts are missing/incorrect.

Change log

v1.0 (2026-01): Latest release