Workflow template for legal and contracts
Contract renewal and notice register
From your signed agreements and amendments, the contracts manager gets a register for counsel to confirm: each term, renewal and notice clause quoted with its section, cancel-by and send-by dates proposed only under counsel's own counting rules, and the windows sorted by proposed send-by date. Nothing is sent.
This workflow template prepares legal work for a lawyer to review. It gives no legal advice and has not been reviewed by a lawyer. A lawyer decides and signs.
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The outcome
Counsel sees every notice window in one place, sorted by how soon its proposed send-by date comes. One register holds every agreement's term, renewal wording, notice period, notice method and address, each quoted from the documents with its section. Agreements whose proposed send-by date is already before today sit at the top, each showing whether its proposed cancel-by date is before or after today. The register never says a window is open or closed, or that notice is late or in time: that is counsel's to say.
Each window carries two dates, kept apart on purpose: the cancel-by date, the date the company's own counting rule gives for the notice period, and the send-by date, that date less the rule's allowance for the delivery method the agreement names. What each date stands for is what the company's rule file says. Where the term end in the documents has passed, the status notes record no notice and no ending, and the company's rules allow it, a later term end is proposed by carrying the term forward step by step under those rules, with a line for counsel to confirm each renewal it assumes, so a register first built years ago still proposes this year's dates. Where the status notes record notice given or an ending, no notice date is counted and counsel confirms the status.
What it does not do: it gives no legal advice. It decides nothing about legal meaning, merit, validity, privilege, conflicts or deadlines. It sends, files, signs and calendars nothing. A date the agreement states is copied. A date that has to be counted is a proposed date, counted only under the company's own counting rules approved by its lawyer, with the working shown. Anything those rules do not cover is left uncounted for counsel. It works only from the company's own documents and rules, and names no law or case. Asked whether to renew, whether it is too late, what a clause means or for a law or case, it says that is for counsel and points to the line where counsel answers it.
Who starts the work, and when
The contracts manager or legal operations lead starts it when the register is first built, on a fixed rhythm after that (monthly suits most companies), and whenever new agreements or amendments are signed. Counsel confirms: in-house counsel, the responsible attorney, or outside counsel where the company has no lawyer of its own, in which case the register goes to outside counsel and never to the business as an answer.
The business owner of each agreement receives their lines only after counsel has signed, and decides whether to renew. It is not for unsigned versions, for terms still being negotiated, or for saying what a clause means.
What they supply
- The signed documents for each agreement: the agreement and every amendment, extension or order form that touches the term, renewal or notice, every page.
- The agreement list: Agreement ID, counterparty, title, the files, the business owner, and status notes saying whether notice has been given or the agreement has ended. If the column headers differ, the workflow template stops and asks.
- The company's counting rules, dated and approved by its lawyer: which kinds of notice clause staff may count, exactly how each is counted, what happens when a date lands on a closed day, how much time each delivery method needs, and whether staff may count from an amendment's wording in place of the section it replaces.
- The closed-day list the company keeps, with the period it covers.
- Today's date, the horizon (120 days unless changed) and who confirms.
The workflow template ships no counting rules. A company without them still gets every clause quoted and located and every copied date; each counted date goes to counsel.
What comes out
One register, marked as a draft for counsel:
- The register: for each agreement, the documents read, the term, renewal, notice period, notice method, notice address and any renewal price wording, each quoted with its document and section; where an amendment replaces earlier wording, both wordings, with dates counted from the later one only where the company's own rules say so; the term end, cancel-by date and send-by date, each copied, proposed with its working, or marked "Not computed" with the reason.
- Upcoming windows: agreements whose proposed send-by date is before today, then those with no send-by date, then Urgent, Soon and Watch by days to the proposed send-by date.
- Counsel to confirm: one line for every date, every rolled-forward renewal, every wording question (where an amendment changes a clause, or the documents state a point two ways), every status note that records notice or an ending, and every notice method and address.
- For business owners: each owner's agreements and the decision needed, held until counsel signs.
- Check: documents and pages read, the tally of dates, the rules used, and anything referred to but not supplied.
The contracts manager reads it against the documents, recounts each proposed date on a calendar and gives it to counsel. Counsel confirms or corrects each line. Only then does a person give the business owners their lines and put dates on a calendar. Any notice is a matter for counsel, outside this workflow.
An invented example
Illustrative example with invented data. The Company, Suppliers A to D, the agreements, the amendment, the counting rules and the closed-day list below are all invented, and the addresses use placeholder names. The counting rules are one invented company's way of counting its own notice dates. They are not any real law or court rule and must not be used for a real date.
The Company is an invented 150-person software business with an in-house counsel and a contracts manager. The contracts manager supplies five inputs, given here in full, and then the workflow template prepares the register.
Input 1: the settings
Company: the Company
Counsel who confirms: In-house counsel
Prepared by: Contracts manager
Today: Monday 16 November 2026
Horizon: 120 days
Bands: the defaults (Urgent 0 to 21 days, Soon 22 to 60, Watch 61 to 120)
Input 2: the agreement list
Agreement ID,Counterparty,Title,Documents,Business owner,Status notes
A1,Supplier A,Data platform subscription agreement,A1-agreement.pdf,Head of data,No notice given; not ended
A2,Supplier B,Managed print services agreement,A2-agreement.pdf; A2-amendment-1.pdf,Office manager,No notice given; not ended
A3,Supplier C,Office cleaning services agreement,A3-agreement.pdf,Office manager,No notice given; not ended
A4,Supplier D,Fleet telematics agreement,A4-agreement.pdf,,No notice given; not ended
Input 3: the counting rules
RENEWAL NOTICE COUNTING RULES (invented)
Version 2. Approved by: In-house counsel. Dated: 1 September 2026.
Review by: 1 March 2027. Covers: the Company's agreements for goods and
services. Staff may propose dates only under these rules. Counsel
confirms every date.
R1 Notice in days before the end of a term.
Applies when: the clause requires notice at least, or not less than,
a stated number of days before the end of the Term, the initial term
or the then-current term, and does not say business or working days.
Count: subtract that number of calendar days from the term end. The
result is the cancel-by date. Then apply R3.
R2 Notice in months before the end of a term.
Applies when: as R1, with the period stated in months.
Count: go back that number of calendar months to the same day number.
If that month has no such day, use its last day. Then apply R3.
R3 Closed days.
If a cancel-by date falls on a Saturday, a Sunday or a day on the
closed-day list, move it to the nearest earlier day that is none of
these. Never later.
R4 Send-by allowance.
Applies when: the notices clause requires one method only.
Email to a stated address: the send-by date is the cancel-by date.
Courier: 3 business days before the cancel-by date.
Registered or certified post: 5 business days before the cancel-by
date. Business days exclude Saturdays, Sundays and closed-day list
days.
R5 Rolling a term forward.
Applies when: the clause says the agreement renews automatically for
successive renewal terms of a stated number of whole years, and the
status notes record no notice given and no ending.
Count: the next term end is the same day and month, that number of
years later. A term end of 29 February is not covered.
R6 An amendment that replaces a section.
Applies when: an amendment signed by both parties says in its own
words that a numbered section of the agreement "is deleted and
replaced with" new wording; it states the date on which it takes
effect, and that date is on or before today; and it states no
condition on taking effect.
Count: count from the new wording in place of the section it
replaces. Counsel confirms which wording applies.
Not covered (counsel only): notice in business or working days; any term
or period that runs from a date the documents do not state; wording that
joins two counts, such as "whichever is earlier"; any method not in R4;
a clause that allows more than one method; a later document that changes
a section without saying it "is deleted and replaced with" new wording.
Input 4: the closed-day list
COMPANY CLOSED DAYS (invented). Covers 1 January 2026 to 31 December 2027.
Thursday 1 January 2026
Friday 25 December 2026
Friday 1 January 2027
Monday 15 February 2027
Monday 27 December 2027
Input 5: the signed documents
Each invented document below is complete. Page breaks are shown as page markers.
A1-agreement.pdf
DATA PLATFORM SUBSCRIPTION AGREEMENT
Between Supplier A ("Supplier A") and the Company ("Customer").
Page 1 of 3
1. Definitions
1.4 "Effective Date" means 1 March 2024.
5. Fees
5.1 Customer pays the annual fees in this section, invoiced yearly in
advance: 36,500 per year.
5.4 Fees for each renewal term are those in Supplier A's published fee
schedule on the first day of that renewal term.
Page 2 of 3
12. Term and renewal
12.1 The Initial Term begins on the Effective Date and ends on
28 February 2027.
12.2 After the Initial Term, this Agreement renews automatically for
successive renewal terms of one (1) year each unless either party gives
written notice of non-renewal at least ninety (90) days before the end
of the then-current term.
18. Notices
18.2 Notices under this Agreement must be in writing and delivered by
courier to the address of the receiving party set out in Schedule 1.
Page 3 of 3
Schedule 1. Addresses for notices
Supplier A: Legal Department, 40 Example Road, Example City.
Customer: In-house counsel, the Company, 7 Sample Street, Example City.
Signed for Supplier A by its Chief Executive, 1 March 2024: [signature]
Signed for Customer by its Chief Operating Officer, 1 March 2024: [signature]
A2-agreement.pdf
MANAGED PRINT SERVICES AGREEMENT
Between Supplier B and the Company.
Page 1 of 2
Addresses: Supplier B, 3 Placeholder Lane, Example Town.
The Company, 7 Sample Street, Example City.
9. Term
9.1 This Agreement begins on 15 January 2023 and continues for
thirty-six (36) months.
9.2 This Agreement renews for successive periods of twelve (12) months
unless either party gives notice at least sixty (60) days before the end
of the Term.
Page 2 of 2
14. Notices
14.1 Notices must be sent by registered post to the addresses on page 1.
Signed for Supplier B by its Managing Director, 12 January 2023: [signature]
Signed for the Company by its Chief Operating Officer, 12 January 2023: [signature]
A2-amendment-1.pdf
AMENDMENT 1 TO THE MANAGED PRINT SERVICES AGREEMENT
Between Supplier B and the Company.
Page 1 of 1
1. This Amendment takes effect on 10 December 2025.
2. Section 9.1 of the Agreement is deleted and replaced with: "This
Agreement begins on 15 January 2023 and ends on 18 February 2027."
3. Section 9.2 of the Agreement is deleted and replaced with: "This
Agreement renews for one further period of twelve (12) months unless
either party gives notice at least three (3) months before the end of
the Term."
4. All other terms of the Agreement are unchanged.
Signed for Supplier B by its Managing Director, 10 December 2025: [signature]
Signed for the Company by its Chief Operating Officer, 10 December 2025: [signature]
A3-agreement.pdf
OFFICE CLEANING SERVICES AGREEMENT
Between Supplier C and the Company.
Page 1 of 2
2. Term
2.1 The initial term runs from 18 March 2024 to 17 March 2025.
2.2 This Agreement renews automatically for successive renewal terms of
one (1) year each unless either party gives written notice of
non-renewal at least thirty (30) days before the end of the then-current
term.
3. Price
3.1 The monthly price is set out in Schedule A.
Page 2 of 2
8. Notices
8.1 Notices must be sent by email to the notice address of the receiving
party stated in Schedule A.
Schedule A
Monthly price: 2,400.
Notice addresses: Supplier C: notices@supplier-c.example.
The Company: legal@company.example.
Signed for Supplier C by its Director, 8 March 2024: [signature]
Signed for the Company by its Office Manager, 8 March 2024: [signature]
A4-agreement.pdf
FLEET TELEMATICS AGREEMENT
Between Supplier D and the Company.
Page 1 of 2
1. Definitions
"Go-Live Date" means the date Supplier D confirms in writing that the
Services are live.
3. Term
3.1 The Services start on the Go-Live Date.
3.2 This Agreement renews on each anniversary of the Go-Live Date for a
further year unless either party gives notice not less than twenty (20)
business days before that anniversary.
5. Fees
5.2 Renewal fees may increase by up to the percentage stated in the
Order Form.
Page 2 of 2
11. Notices
11.1 Notices may be sent by email or by courier to the addresses in the
Order Form.
Signed for Supplier D by its Head of Sales, 2 June 2025: [signature]
Signed for the Company by its Chief Operating Officer, 2 June 2025: [signature]
What the workflow template prepares
DRAFT RENEWAL AND NOTICE REGISTER · FOR IN-HOUSE COUNSEL TO CONFIRM
Prepared for In-house counsel, who decides and signs. Not legal advice. This
draft decides nothing about legal meaning, merit, validity, privilege,
conflicts or deadlines. Every counted date is a proposed date. Nothing
has been sent, filed, signed, calendared or changed, and nothing goes
to a business owner until counsel signs.
Company: the Company · Prepared by: Contracts manager · Today: Monday 16 November 2026
Horizon: 120 days, to Tuesday 16 March 2027. Bands: Urgent 0 to 21 days,
Soon 22 to 60, Watch 61 to 120.
Counting rules: RENEWAL NOTICE COUNTING RULES (invented), version 2,
approved by In-house counsel, dated 1 September 2026, review by 1 March
2027. In date.
Closed-day list: COMPANY CLOSED DAYS (invented), covers 1 January 2026 to
31 December 2027.
Agreements: 4 on the list. Documents: 5 read.
REGISTER
A1 · Supplier A · Data platform subscription agreement
Business owner: Head of data
Documents read: A1-agreement.pdf, shows a signature and date for each
party: 1 March 2024, 3 pages
Term: "The Initial Term begins on the Effective Date and ends on
28 February 2027." (A1-agreement.pdf §12.1, headed "12. Term
and renewal")
Renewal: "After the Initial Term, this Agreement renews automatically
for successive renewal terms of one (1) year each unless either party
gives written notice of non-renewal at least ninety (90) days before
the end of the then-current term." (A1-agreement.pdf §12.2)
Notice period: In the renewal sentence above.
Notice method: "Notices under this Agreement must be in writing and
delivered by courier to the address of the receiving party set out
in Schedule 1." (A1-agreement.pdf §18.2)
Notice address of Supplier A: "Supplier A: Legal Department,
40 Example Road, Example City." (A1-agreement.pdf Schedule 1, page 3)
Renewal price wording: "Fees for each renewal term are those in
Supplier A's published fee schedule on the first day of that renewal
term." (A1-agreement.pdf §5.4)
Amended: No later supplied document touches the term, renewal or
notice wording.
Status notes: No notice given; not ended
Term end: COPIED Sunday 28 February 2027 (A1-agreement.pdf §12.1).
Cancel-by date: PROPOSED Monday 30 November 2026. Working: start Sunday
28 February 2027 (term end, copied); less 90 calendar days in steps:
28 days to Sunday 31 January 2027, 31 days to Thursday 31 December
2026, 31 days to Monday 30 November 2026 (28 + 31 + 31 = 90). Monday
30 November 2026 is not a Saturday, a Sunday or a closed day: no
move. Rules R1, R3.
Send-by date: PROPOSED Wednesday 25 November 2026. Working: courier,
3 business days before Monday 30 November 2026: Sunday 29 and
Saturday 28 November skipped, Friday 27 November (1), Thursday
26 November (2), Wednesday 25 November (3); none is a closed day.
Rule R4.
A2 · Supplier B · Managed print services agreement
Business owner: Office manager
Documents read: A2-agreement.pdf, shows a signature and date for each
party: 12 January 2023, 2 pages; A2-amendment-1.pdf, shows a
signature and date for each party: 10 December 2025, 1 page
Term: "This Agreement begins on 15 January 2023 and ends on 18 February
2027." (A2-amendment-1.pdf §2)
Earlier: "This Agreement begins on 15 January 2023 and continues for
thirty-six (36) months." (A2-agreement.pdf §9.1, headed "9. Term")
Renewal: "This Agreement renews for one further period of twelve (12)
months unless either party gives notice at least three (3) months
before the end of the Term." (A2-amendment-1.pdf §3)
Earlier: "This Agreement renews for successive periods of twelve (12)
months unless either party gives notice at least sixty (60) days
before the end of the Term." (A2-agreement.pdf §9.2)
Notice period: In the renewal sentence above.
Notice method: "Notices must be sent by registered post to the
addresses on page 1." (A2-agreement.pdf §14.1)
Notice address of Supplier B: "Addresses: Supplier B, 3 Placeholder
Lane, Example Town." (A2-agreement.pdf page 1)
Renewal price wording: None found in the supplied documents.
Amended: "Section 9.1 of the Agreement is deleted and replaced with:"
(A2-amendment-1.pdf §2); "Section 9.2 of the Agreement is deleted and
replaced with:" (A2-amendment-1.pdf §3). Takes effect: "This
Amendment takes effect on 10 December 2025." (A2-amendment-1.pdf §1).
No condition stated. Counted from the later wording under rule R6:
shows signatures for both parties, dated 10 December 2025
(A2-amendment-1.pdf); "is
deleted and replaced with" in its own words (§2, §3); a stated date
of taking effect, 10 December 2025, before today (§1); no condition
stated. Either way: Counsel to confirm which wording applies.
Status notes: No notice given; not ended
Term end: COPIED Thursday 18 February 2027 (A2-amendment-1.pdf §2).
Cancel-by date: PROPOSED Wednesday 18 November 2026. Working: start
Thursday 18 February 2027 (term end, copied); back 3 calendar months
to the same day number: 18 January 2027, 18 December 2026,
18 November 2026, a Wednesday. Not a Saturday, a Sunday or a closed
day: no move. Rules R2, R3.
Send-by date: PROPOSED Wednesday 11 November 2026. Working: registered
post, 5 business days before Wednesday 18 November 2026: Tuesday
17 November (1), Monday 16 November (2), Sunday 15 and Saturday
14 November skipped, Friday 13 November (3), Thursday 12 November (4),
Wednesday 11 November (5); none is a closed day. Rule R4.
A3 · Supplier C · Office cleaning services agreement
Business owner: Office manager
Documents read: A3-agreement.pdf, shows a signature and date for each
party: 8 March 2024, 2 pages
Term: "The initial term runs from 18 March 2024 to 17 March 2025."
(A3-agreement.pdf §2.1, headed "2. Term")
Renewal: "This Agreement renews automatically for successive renewal
terms of one (1) year each unless either party gives written notice
of non-renewal at least thirty (30) days before the end of the
then-current term." (A3-agreement.pdf §2.2)
Notice period: In the renewal sentence above.
Notice method: "Notices must be sent by email to the notice address of
the receiving party stated in Schedule A." (A3-agreement.pdf §8.1)
Notice address of Supplier C: "Notice addresses: Supplier C:
notices@supplier-c.example." (A3-agreement.pdf Schedule A, page 2)
Renewal price wording: None found in the supplied documents.
Amended: No later supplied document touches the term, renewal or
notice wording.
Status notes: No notice given; not ended
Term end: PROPOSED Wednesday 17 March 2027, rolled forward as below.
Rule R5.
Rolled forward: Monday 17 March 2025 (A3-agreement.pdf §2.1) + 1 year =
Tuesday 17 March 2026 (before today) + 1 year = Wednesday 17 March
2027. Rule R5. Counsel to confirm the agreement renewed at the end of
the terms ending Monday 17 March 2025 and Tuesday 17 March 2026.
Cancel-by date: PROPOSED Friday 12 February 2027. Working: start
Wednesday 17 March 2027 (term end, rolled forward); less 30 calendar
days in steps: 17 days to Sunday 28 February 2027, 13 days to Monday
15 February 2027 (17 + 13 = 30). Monday 15 February 2027 is on the
closed-day list; moved earlier past Sunday 14 and Saturday
13 February to Friday 12 February 2027. Rules R1, R3.
Send-by date: PROPOSED Friday 12 February 2027. Working: email to a
stated address, so the send-by date is the cancel-by date. Rule R4.
A4 · Supplier D · Fleet telematics agreement
Business owner: NOT NAMED
Documents read: A4-agreement.pdf, shows a signature and date for each
party: 2 June 2025, 2 pages
Term: "The Services start on the Go-Live Date." (A4-agreement.pdf §3.1,
headed "3. Term")
Definition: ""Go-Live Date" means the date Supplier D confirms in
writing that the Services are live." (A4-agreement.pdf §1)
Renewal: "This Agreement renews on each anniversary of the Go-Live Date
for a further year unless either party gives notice not less than
twenty (20) business days before that anniversary."
(A4-agreement.pdf §3.2)
Notice period: In the renewal sentence above.
Notice method: "Notices may be sent by email or by courier to the
addresses in the Order Form." (A4-agreement.pdf §11.1)
Notice address of Supplier D: Not in the supplied documents: "to the
addresses in the Order Form" (A4-agreement.pdf §11.1).
Renewal price wording: "Renewal fees may increase by up to the
percentage stated in the Order Form." (A4-agreement.pdf §5.2)
Amended: No later supplied document touches the term, renewal or
notice wording.
Status notes: No notice given; not ended
Term end: NOT COMPUTED: §3.2 reads "renews on each anniversary of the
Go-Live Date", and no supplied document states the date of the
written confirmation in §1. Counsel to supply.
Cancel-by date: NOT COMPUTED: no term end, and §3.2 reads "twenty (20)
business days", which the counting rules leave to counsel. Counsel
to supply.
Send-by date: NOT COMPUTED: no cancel-by date, and §11.1 reads "by
email or by courier"; the counting rules leave a clause with more
than one method to counsel. Counsel to supply.
UPCOMING WINDOWS, BY PROPOSED SEND-BY DATE
These groups sort proposed dates. None says whether notice is late, in
time or still possible; that is for counsel.
Proposed send-by date before today
- A2 Supplier B: proposed send-by Wednesday 11 November 2026, 5 days
before today; proposed cancel-by Wednesday 18 November 2026, after
today, in 2 days; term end Thursday 18 February 2027, in 94 days.
Owner: Office manager.
No send-by date
- A4 Supplier D: no supplied document states the Go-Live Date (§1);
"business days" (§3.2) and "by email or by courier" (§11.1) are left
to counsel by the rules. Term end not computed. Owner: NOT NAMED.
Urgent: 0 to 21 days
- A1 Supplier A: send-by Wednesday 25 November 2026, in 9 days; cancel-by
Monday 30 November 2026; term end Sunday 28 February 2027. Owner: Head
of data.
Soon: 22 to 60 days
- None.
Watch: 61 to 120 days
- A3 Supplier C: send-by Friday 12 February 2027, in 88 days; cancel-by
Friday 12 February 2027; term end Wednesday 17 March 2027. Owner:
Office manager.
Beyond the horizon: 0.
- None.
COUNSEL TO CONFIRM
[ ] A2 Counted from A2-amendment-1.pdf §2 in place of
A2-agreement.pdf §9.1 (rule R6). Confirm: ____
[ ] A2 Counted from A2-amendment-1.pdf §3 in place of
A2-agreement.pdf §9.2 (rule R6). Confirm: ____
[ ] A2 Term end, copied Thursday 18 February 2027. Confirm or correct: ____
[ ] A2 Cancel-by, proposed Wednesday 18 November 2026
(rules R2, R3). Confirm or correct: ____
[ ] A2 Send-by, proposed Wednesday 11 November 2026
(rule R4). Confirm or correct: ____
[ ] A2 Notice method and address, as quoted. Confirm: ____
[ ] A4 Term end not computed: Go-Live Date not stated. Your date: ____
[ ] A4 Cancel-by not computed: "twenty (20) business
days". Your date: ____
[ ] A4 Send-by not computed: "by email or by courier". Your date: ____
[ ] A4 Notice method and address, as quoted; the
addresses are "in the Order Form", not supplied. Confirm: ____
[ ] A1 Term end, copied Sunday 28 February 2027. Confirm or correct: ____
[ ] A1 Cancel-by, proposed Monday 30 November 2026
(rules R1, R3). Confirm or correct: ____
[ ] A1 Send-by, proposed Wednesday 25 November 2026
(rule R4). Confirm or correct: ____
[ ] A1 Notice method and address, as quoted. Confirm: ____
[ ] A3 Term end, rolled forward Wednesday 17 March 2027
(rule R5). Confirm or correct: ____
[ ] A3 Renewed at the end of the term ending Monday
17 March 2025. Confirm: ____
[ ] A3 Renewed at the end of the term ending Tuesday
17 March 2026. Confirm: ____
[ ] A3 Cancel-by, proposed Friday 12 February 2027
(rules R1, R3). Confirm or correct: ____
[ ] A3 Send-by, proposed Friday 12 February 2027
(rule R4). Confirm or correct: ____
[ ] A3 Notice method and address, as quoted. Confirm: ____
[ ] Every term, renewal and notice provision is listed
above. Confirm: ____
FOR BUSINESS OWNERS, ONCE COUNSEL HAS SIGNED
Held until the confirmation line below is signed. A person gives each
owner their lines, with the dates counsel confirmed.
- Head of data: A1 Supplier A. Decision needed: renew or not, before the
send-by date counsel confirms.
- Office manager: A3 Supplier C. Decision needed: renew or not, before
the send-by date counsel confirms.
- Office manager: A2 Supplier B. Proposed send-by date before today. This
line goes only with counsel's confirmed dates and position, and asks
no decision until then.
- NOT NAMED: A4 Supplier D. The contracts manager names the owner. No
send-by date yet. This line goes only with the dates counsel supplies,
and asks no decision until then.
CHECK
- Documents: 5 of 5 read, 10 pages. Referred to but not supplied:
Supplier A's published fee schedule (A1-agreement.pdf §5.4); the A4
Order Form (A4-agreement.pdf §5.2 and §11.1); Supplier D's written
confirmation that the Services are live (A4-agreement.pdf §1).
- Dates: 2 copied, 7 proposed, 3 not computed. Rolled forward:
1 agreement, 2 renewals.
- Counting: in steps, shown above. Every proposed date falls inside the
closed-day list's period. Recount on a calendar before counsel
confirms.
- Wording that refers to a law or regulation: none found.
- Authorities raised in conversation: none.
- Text addressed to an assistant: none found.
- Every term end, cancel-by date and send-by date above is copied from
the document cited, is a proposed date with its working, or is marked
NOT COMPUTED with its reason.
Confirmed by: ____________ (In-house counsel) Date: ________
Until this line is signed, this is a draft and no date in it is final.
The contracts manager reads the draft against the five documents, recounts the seven proposed dates on a calendar and gives it to in-house counsel that day. A2 sits at the top: its proposed send-by date is five days before today and its proposed cancel-by date two days after today, and the register says only that. Whether anything can still be done is for counsel, and the office manager hears nothing until counsel has signed. A1's proposed send-by date is nine days away. A3's rolled-forward term end, Wednesday 17 March 2027, falls one day after the horizon, yet A3 is listed under Watch because the groups run on the proposed send-by date, 88 days away. Nothing is sent to Supplier A, Supplier B, Supplier C or Supplier D.
Where it fits
- Legal and contracts, which keeps the signed agreements and answers for every notice window.
- Procurement and suppliers, whose supplier agreements carry renewal and notice clauses on many different dates.
- Software and technology, where subscriptions on both sides carry renewal dates and notice methods that differ from one agreement to the next.
- Professional services, where office, software and service agreements are signed by different teams and carry different renewal dates.
- Manufacturing, where maintenance, supply and equipment agreements run for years and carry fixed terms and renewal clauses.
- Established businesses, where dozens of agreements were signed over years and their dates live in memory.
- Acquisitions and integration, where a whole set of inherited agreements needs every notice window found and put in front of counsel.
Once counsel has confirmed a supplier's dates, vendor renewal review prepares the commercial decision for that one supplier. Law firms reading court orders use the sister workflow template, court-order deadline notice preparation, built on the same rule: count only under the lawyer's own rules, and show the working.
What has to change for your company
The counting rules are yours, and they are the heart of this. Your lawyer decides which kinds of notice clause staff may count, how a period in days or months is counted back from the term end, what happens when a date lands on a weekend or a day you are closed, how long each delivery method needs, and whether a term end that has passed may be carried forward. Everything the rules leave out goes to counsel. You name counsel for each run, and outside counsel if you have no lawyer in house; set your horizon and bands; map your agreement list's column headers once; and decide who gives business owners their confirmed lines and who calendars the dates.
We sit with the person who keeps the agreements and the lawyer who owns the rules, write down what is really done, and set it up in the AI product your company has approved: ChatGPT, Claude, Copilot or Gemini. Your company keeps control of how the work gets done.
What has been checked
Fully Powered AI wrote this workflow template. It was editorially reviewed on 11 November 2026. It was tried on its invented example in Claude on 11 November 2026, and the record of that run is published with the template. The record also says what happened when people tried to draw advice out of it, and how its rules for answering such questions were tightened afterwards. It has not been reviewed by a lawyer. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your company means running it on past agreements whose dates your lawyer has already settled, and comparing: every clause quoted with the right section, every proposed date equal to the lawyer's, every uncovered count left alone, nothing sent. Include an agreement that has renewed twice, one with an amendment that replaces the notice clause, one with notice in business days and one whose date lands on a closed day. Pilot acceptance-test preparation builds that set, and what we test before we call an AI workflow ready describes the record we keep.
Who decides
Your people keep
- Whether to renew
- Whether a window is open or closed
- Whether notice is late or in time
- What a clause means
- Each proposed date, confirmed by counsel
It does not
- Gives no legal advice
- Decides nothing about meaning, merit, validity, privilege, conflicts or deadlines
- Sends, files, signs and calendars nothing
- Counts a date only under the company's own counting rules
- Names no law or case
Questions people ask
Who is it for?
The contracts manager or legal operations lead starts it; counsel confirms, whether in-house counsel, the responsible attorney or outside counsel.
What do I need to supply?
The signed documents for each agreement, the agreement list, the company's counting rules approved by its lawyer, the closed-day list, and today's date, the horizon and who confirms.
What does it not do?
It gives no legal advice and decides nothing about legal meaning, merit, validity, privilege, conflicts or deadlines. It sends, files, signs and calendars nothing; a lawyer decides and signs.
What do I get?
One register, marked as a draft for counsel, with each term, renewal and notice clause quoted with its section and the upcoming windows sorted by proposed send-by date.
What has been checked?
It was editorially reviewed on 11 November 2026 and tried on its invented example in Claude. It has not been reviewed by a lawyer.
The full workflow template
Everything above is the outline. The complete workflow template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
Put this workflow template to work for your team: on your plan, or built with you in a sprint.
Build this in a sprint
In a sprint, Fully Powered adapts this workflow template to your rules, proves it on your own work and puts it in the hands of the roles that own it.
Two ways to begin: