Memberships

HVAC maintenance plan renewal reminders that keep members

A maintenance plan only holds its members if they hear from you before it renews and when their visit is due. Here is a simple set of emails and the timing to send them.

The short answer

Email each member about 30 days before the plan renews and again 7 days before. Say the renewal date and what the plan includes, and invite them to book their next tune-up. Send a separate reminder when a plan visit comes due.

What each email has to do

Thirty days out: the renewal date, what the plan includes, and that they need to do nothing if they want to keep it.
Seven days out: a short heads-up and an offer to book the next tune-up.
When a visit is due: the visit the plan includes, with an easy way to pick a time.

Say what the member got

If you track what the member received this year, such as the visits you made, say so in one line. It gives the renewal date some context.

Keep one clean member list

Renewal reminders are only as good as the dates behind them. Keep one list with each member's name, plan, renewal date and email, and update it the day someone renews or leaves.

Copy these

Renewal, 30 days out30 days before the plan renews
SubjectYour [plan name] plan renews on [date]
Hi [First name],
Your [plan name] plan with [Shop name] renews on [date]. It includes [what the plan includes].
If you would like to keep it, there is nothing to do. Questions about the plan? Reply here or call [phone].
[Shop name]
Renewal, 7 days out7 days before the plan renews
SubjectA heads-up: your plan renews [date]
Hi [First name],
A quick heads-up that your [plan name] plan renews on [date]. While we are at it, want to book your next tune-up? Reply with a day that works and we will fit you in.
[Shop name], [phone]
Visit dueWhen a plan visit comes due
SubjectYour [season] tune-up is due
Hi [First name],
Your plan includes a tune-up and it is due. Reply with a day that works, or call [phone], and we will put you on the schedule.
[Shop name]

Replace the words in [brackets] with your own details before you send.

Before you send

The renewal date in your list matches the member's actual plan.
The plan name is the one the member bought.
Cancelled members are off the list.
Every email has a reply path and a phone number.
The tune-up reminder gives one clear way to book.

Spartan Frontline

How Frontline does this automatically

Frontline emails each member 30 days and 7 days before the renewal date, and again when a plan visit is due, in your shop's name with wording you approve. Both renewal timings can be changed in Settings.

Members live in Frontline: bring them in from a spreadsheet, with Undo, or add one on the customer's page. That works the same on Jobber, with no software at all, or with software Frontline does not connect to.

Frontline reminds the member. Your shop still handles the renewal itself.
It counts a renewal reminder as a result only when the member's renewal date has moved forward afterward.
Nothing sends until you approve the wording, and nothing goes to customers until your shop is live.

Try it for free

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Common questions

How far ahead should I send a maintenance plan renewal reminder?

Thirty days and seven days before the renewal date is a simple pattern, and it is Frontline's default. You can change both.

Do I need field-service software for membership reminders?

No. Frontline keeps your members from a spreadsheet import or the customer page, so the reminders run the same on Jobber, with no software, or with software it does not connect to.

What does the tune-up reminder say?

It tells the member that their next plan visit is due, in your shop's name, using wording you approve.