Key takeaways
- Start about ninety days out; problems found at thirty days are hard to fix.
- Flag every change in terms in the first reminder, never first on the invoice.
- Confirm who signs, because last year's buyer may have moved on.
- Give each reminder one job: review, then agree, then confirm.
When should you send a contract renewal email
Send the first contract renewal email about ninety days before the end date, then at sixty and thirty days if the renewal is not yet agreed. Contracts that go through procurement may need longer, and some require notice of non-renewal well before the date, so read the notice clause first.
A subscription renewal email in B2B on a monthly plan is a different job. It usually needs only a clear notice of any change, not a run of reminders.
What to send at ninety, sixty and thirty days
Each reminder carries one job, so the customer always knows what you are asking of them. Getting ahead of renewals this way spreads the work out and leaves room to fix problems.
- Ninety days: recap what they use the product for, flag any change in price, seats or terms, and ask who should join the renewal conversation.
- Sixty days: share the order form or quote, answer the questions raised by the first email and offer a short call to agree it.
- Thirty days: confirm the paperwork and the date, and say plainly what happens to their account if nothing is signed in time.
How do you recap value without inventing numbers
Recap value with what the customer can see for themselves: the teams who use the product, the work it now carries, the problems they raised and how each was resolved. If your product reports usage, quote those figures as they are and let the customer judge them.
Leave out savings or returns you cannot show. A renewal note that overstates value invites a harder conversation with their finance team, who will check it.
How to write a renewal notice email when terms change
Say what changes, when it takes effect and why, in the first reminder rather than the last. A price rise or a new seat minimum that first appears on an invoice does more damage to trust than the change itself.
Name the person the customer can discuss it with and the date by which you need their answer. That turns an unwelcome notice into a conversation with a deadline both sides can see.
How to run renewal reminders, step by step
Start with the contract, not the email; the dates and terms decide what you write.
- Check the end date, the notice period and any change in price, seats or terms.
- Find who signed last time and whether they still own the budget.
- Write the value recap from the account's own history, not a general pitch.
- Send the ninety-day reminder with any change flagged in its first paragraphs.
- Ask for a short call when you need a decision, ahead of the sixty-day reminder.
- Record each reminder and reply on the account, so nobody sends a duplicate.
The ninety-day renewal reminder
Send it about ninety days before the end date. Change the recap paragraph first, so it names the work the customer actually uses the product for.
Subject: Your [product] renewal on [renewal date]
Hi [first name],
Your [product] agreement with [company] renews on [renewal date]. I am writing early so there is time to review it together and sort out anything that needs changing.
Over the past year your team has used [product] for [the main uses, in their words]. [A problem they raised] was resolved in [month], and [any open issue] is still in progress with [owner].
At renewal, [the change in price, seats or terms, with the reason, or: nothing in your terms changes].
Could you tell me who should be part of the renewal conversation on your side? If it is still you, I will send the order form in the next few weeks.
Thank you,
[your name]
Thirty-day variant: 'Hi [first name], a reminder that your agreement renews on [renewal date]. The order form is attached; once it is signed, nothing changes for your team. If anything is holding it up, reply and I will help.'
Where Pebbles Ai fits
- CapabilityProspecting & customer recordsDeals in the CRM, in Beta, carry a stage and close date, with tasks and notes on the record, so an assistant can draft each reminder from the account's history. If renewals live in Attio or Pipedrive, the assistants read and update them through MCP, each write an approval action under your execution mode.
- FoundationIntegrationsWith Google Calendar connected, an assistant can find a free slot and create the renewal call with guests; creating the event follows your execution mode.
Common questions
How many renewal reminders should you send?
Usually three for an annual contract, at ninety, sixty and thirty days before the end date. Stop as soon as the renewal is agreed.
Who should send the renewal reminder?
The account manager or customer success manager who works with the customer. Copy finance only when the paperwork needs them.
Should a renewal email mention a price increase?
Yes, in the first reminder, with the date it takes effect and the reason. Customers react worse to a surprise than to the increase itself.
Can Pebbles Ai send the sixty and thirty-day reminders on a schedule?
No. Pebbles Ai does not schedule follow-ups or run sequences. Ask an assistant when each reminder is due and it drafts it from the account history.
About this page. Written by the Pebbles Ai team for people who run sales, marketing and growth. Last updated .
