Writing a ringi for a contract renewal

Compare the current contract and renewal proposal

Set out the service, term, cost and usage scope, showing what would change. Check whether user numbers and service content remain the same, not just the amount. If renewal terms have not been provided, mark them unverified rather than assuming the current price.

The contract end date, internal decision deadline and supplier notification deadline have different roles. Include only known dates and explain what each date means.

Separate usage from demonstrated benefits

Organize verifiable usage such as user numbers, frequency and work supported. Using a service does not mean its benefit has been measured. Unused features or lightly used areas may support a smaller renewal. If usage has not been compiled, state that too.

Consider risks of renewal, non-renewal and switching

• Renewal: keeping unnecessary scope or accepting changed terms such as a price increase.
• Non-renewal: interrupted work, exporting data and the availability of alternatives.
• Switching: migration time, training or setup effort, and possible overlapping costs.

These are case-specific considerations. Check automatic renewal, notice periods and termination conditions in the actual contract. Do not infer universal rules from this guide.

Connect open questions to the decision requested

If price or service scope is unresolved, distinguish approval to renew from approval to continue checking terms. Keep open conditions where they affect the decision, rather than hiding them only in a footnote.

A Japanese example to adapt

This fictional renewal proposal distinguishes current costs from expected renewal costs.

件名：社内資料検索サービスの契約更新検討
現契約：総務部で利用しています。現行費用は年額税込60万円です。
利用状況：資料検索に利用しています。利用頻度と効果は未集計です。
更新条件：次期費用は年額税込66万円の見込みです。正式見積、利用範囲の変更有無は確認中です。
提案：更新案を検討します。現時点では条件確認を進める方針の判断をお願いします。
代替案：利用範囲を縮小する案と、別サービスへの切替も比較対象です。
リスク：非更新の場合、現在の検索機能は利用できなくなる見込みです。データの取り出し方法と移行期間は未確認です。
未解決事項：契約満了日、通知期限、更新手続きの条件は契約資料で確認中です。