Renewing a supplier contract without review is one of the easiest ways to inherit problems. Scope creep, outdated pricing, changed law, and missed notice windows are the most common issues. Use this checklist every time a contract is due for renewal - ideally 60–90 days before the renewal date.
Before you begin the review
- Locate the original contract and all amendments or order forms
- Identify the renewal date and any notice window for terminating or renegotiating
- Check whether there is an automatic renewal clause - and whether you need to act to avoid it
- Confirm who is the contract owner internally
Commercial review
- Is the pricing still competitive? Obtain at least one benchmark quote
- Have the volumes or scope of services changed since the contract was signed?
- Are there any minimum spend or volume commitments you're no longer meeting?
- Has your business's needs changed in a way that requires revised terms?
Legal and compliance review
- Has employment or data protection law changed in a way that affects this contract?
- Is a Data Processing Agreement in place if the supplier handles personal data - and is it current?
- Are the liability and indemnity provisions still appropriate for the current risk level?
- Have there been any disputes, service failures or near-misses that should be reflected in updated SLAs?
Decision and action
- Renew as-is: confirm in writing and note the new renewal date
- Renegotiate: identify your priority changes and approach the supplier before the notice window closes
- Exit: issue notice within the required window - check the exact mechanism required by the contract
- Document your decision and retain a record of the review process
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