Renewal reminder email templates
Renewals go badly when the customer hears about them from their finance team. This reminder arrives well before the date, says exactly what renews and for how much, reminds them what they got out of the year, and offers a short call. The price-change version handles the hardest version of this email honestly.
;sl-renewal;sl-renewal in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
When the renewal price is higher than last year. Say it early and explain it.
When the customer has said they need fewer seats or a smaller plan.
When to use it
- 60 to 90 days before an annual renewal.
- The renewal price is changing.
- The customer has asked to reduce seats or move to a smaller plan.
What to avoid
- Don't let the first renewal notice be an automated invoice.
- Don't hide a price increase in the small print.
- Don't fight a downgrade. Making it easy keeps the customer.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- First name
{fill:First name} - Your customer contact's first name.
- Company
{fill:Company} - The customer's company name.
- Product
{fill:Product} - Your product's name.
- Renewal date
{fill:Renewal date} - The date the plan renews.
- Price
{fill:Price} - The renewal price.
- What they achieved
{fill:What they achieved} - A specific result from the year, e.g. "answered 12,000 tickets".
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
- ;sig-work
{snippet:sig-work} - Pulls in your ;sig-work snippet, so a change to that snippet updates every reply that uses it. Create a snippet with that trigger first (any template in the email signatures pack works), or the field stays as typed.
- Old price
{fill:Old price} - Last year's price.
- Reason for change
{fill:Reason for change} - The real reason, plainly.
- New plan
{fill:New plan} - The plan they're moving to.
Tips
- •Write {fill:What they achieved} from real usage. A specific result is worth more than any discount.
- •Use {cursor} to add a line about something new they haven't tried yet.
- •The downgrade version keeps goodwill, and goodwill is what brings upgrades later.
Works in Gmail, Outlook, Salesforce, HubSpot and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Account managers can share renewal templates in the team pack, so every renewal goes out with the same terms and wording.
See Retext for TeamsQuestions
How far in advance should I send a renewal reminder?
For annual B2B contracts, 60 to 90 days before the date gives the customer time to budget and gives you time to address any concerns.
How do I tell a customer their renewal price is going up?
Early, plainly and with the reason. Then offer a call to check their plan is still right. Customers mind surprises more than they mind increases.
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Type ;sl-renewal, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
Free to start. No account required on the Mac.