HVAC maintenance agreement renewal reminders
A practical setup for small HVAC shops (1–10 trucks) to keep maintenance agreements from lapsing and get spring and fall tune-ups on the calendar.
Why agreements lapse
- Renewal dates live in a spreadsheet or someone's head
- One reminder gets buried, and nobody follows up
- Renewing takes a phone call during business hours
- The card on file has expired
A simple schedule
- 30 days before: friendly heads-up with a pay link and a tune-up booking option
- 14 days before: short reminder
- 3 days before: last reminder, with a reply-YES option
- Seasonal: tune-up nudge before heating (fall) and cooling (spring) season
If you use Jobber, Housecall Pro or ServiceTitan
- Check what reminder features your current plan already includes before adding tools
- Export clients and agreements to CSV so the renewal dates are all in one place
- Keep scheduling in your current software and use reminders only to drive the booking
Track it monthly
- Agreements due this month
- Renewed (paid)
- Booked tune-ups
- No response (call this list)
Copy-and-paste templates
30-day email
Hi {first}, your {shop} maintenance plan renews on {date}. Renew here: {link}. Want to book your fall tune-up too? Just reply with a couple of good days.
3-day text
{shop}: your maintenance plan renews {date}. Renew: {link} or reply YES and we'll call. Reply STOP to opt out.
Texting rules to know
- Only text customers who gave you their number as part of doing business with you.
- Include opt-out language (e.g. "Reply STOP to opt out") and honor it right away.
- US carriers require A2P 10DLC registration for business texting from a standard local number.
Would you rather not run this yourself?
RenewalPilot sends these reminders for you, with pay links, alongside the software you already use. We don't promise specific results—you get a weekly report of exactly what happened.