How to write a letter in support of contract renewal

Written by mark saga
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Letters in support of contract renewal are written in various businesses and institutions, generally by personnel required to renew their contracts on a yearly basis, like college adjunct instructors or independent contractors. While the same general format is often used, each institution has its specific requirements. Letters should also include details that show the individual applicant's qualifications and performance, and should be relatively brief, a page or two long.

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  1. 1

    Inquire about or research your institution's letter format and content requirements. Generally, your immediate superior handles this, or the personnel department. Often the format follows that of a typical business letter, with salutation to the specific person responsible for renewing the contract.

  2. 2

    State, in the first line, the purpose of the letter, to apply for contract renewal. Other details may follow; for example, the University of Minnesota requires many specific pieces of information, including job title and code, your identification number, campus location, tenure information, percentage appointment, start and end dates, and salary. Most letters should include specific information on dates, titles, work to be done, and costs.

  3. 3

    Review the work that you have done at the institution for the last year, noting problems you have solved, tasks completed, innovations introduced, people with whom you have coordinated, in short, anything that puts you in a positive light and would help decision makers want to offer you another position. If you know that you will have to write a letter every year, keep a journal of your activities that you can refer to for material at the end of the term. This will help you to build an impressive list of items, and it prevents you from scrambling to remember months-old information.

  4. 4

    State your qualifications, experience, degrees, and work experience outside the context of the institution that you are seeking another contract from. Select the most important facts, or ones representing new accomplishments, like publications, outside training and other work experience.

  5. 5

    Write a paragraph that expresses your pleasure working at the institution, noting things that you admire about it and want to contribute to maintaining. Supervisors sometimes have little contact with individual employees, so this is a chance to show your positive attitude towards the goals of the institution.

  6. 6

    State your goals in relation to helping the institution achieve its goals. This shows not only that you know what those goals are, but that you share them and want to contribute achieving them.

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