Your contracts require templates to send various communications, eg., contract activation or renewal. We've put together some templates for email, SMS and letter to get you started, ready for customization for your industry or business.
These templates utilize tags (bracketed placeholders) to personalize information for your clients. You'll need to re-insert the appropriate tags by deleting the bracketed example after pasting it into the template body field.
Open the tag list with the [ key and start typing to filter through the tags available.
Copy/pasted tags will not populate correctly, ensure you replace them from this guide before use.
Email templates
Contract activation
Subject:
[contract_contact], Your Contract is Now Active
Body:
Dear [contract_contact],
We are delighted to inform you that your [contract_name] contract with [client_name] is now active as of [contract_startdate]. Your comfort and safety are our top priorities, and we are committed to providing you with the highest quality of service over the course of your contract term.
Contract name: [contract_name]
Start date: [contract_startdate]
End date: [contract_enddate]
We look forward to serving you and ensuring that your boiler system remains in excellent condition throughout the year.
Need Help?
If you have any questions don’t hesitate to reach out on [client_telephone] or at [client_email]. We're happy to assist you!
Contract renewal
Subject:
Time to Renew: Continue Your Peace of Mind with [client_name]
Body:
Dear [contract_contact],
We hope this message finds you well. As your trusted partner for maintenance, we wanted to remind you that your contract is approaching its renewal date on [contract_enddate].
Renewing your contract is easy and ensures that you will continue to enjoy these benefits without any lapse in service. To renew, simply contact us at [client_email] or [client_telephone].
We value your continued trust in [client_name] and look forward to another year of serving you.
Need Help?
If you have any questions don’t hesitate to reach out, we're happy to assist you!
GoCardless Mandate Activation
Subject:
Action Required: Activate Your Mandate to Finalize Your Contract
Body:
Dear [customer_name],
Thank you for choosing [client_name], we're excited to move forward with your contract for [contract_name].
To finalize the agreement, we need you to activate your mandate. A mandate is a secure authorisation that allows us to collect payment automatically for your chosen billing cycle (e.g., monthly, annually) via Direct Debit. This ensures a smooth and uninterrupted service experience for you.
[mandate_customer_approval:Click here to activate your mandate!]
Unfortunately, without an active mandate, we cannot finalize your contract and activate your service. Please ensure you activate via the link above within 7 days.
Need Help?
If you encounter any difficulties activating your mandate, please don't hesitate to contact us on [client_telephone] or at [client_email]. We're happy to assist you!
Thank you for your understanding. We look forward to welcoming you as a valued customer!
Service reminder - Single property
Subject:
[service_contact], Your [service_reminder_name] is now due!
Body:
Hello [service_contact],
It has been almost a year since [client_name] last serviced your appliance for you at [customer_address_line_1], [customer_postcode].
Your system is due a service on [service_due_date].
It is important to regularly service your appliances to maintain your warranty and keep them working smoothly and efficiently. Appliances that aren't serviced regularly can malfunction or cost you more in your energy bills as they operate inefficiently.
Give us a call on [client_telephone] to book your service today!
Service reminder - Multiple property
Subject:
[contract_contact], you have properties due a service this month
Body:
Dear [contract_contact],
The following properties are due for an appliance service as part of their [contract_name] plan:
[service_reminder_properties_due]
Please contact us on [client_telephone] or at [client_email] to arrange these services before due date.
Multiple property service reminders must include the [service_reminder_properties_due] tag as this will populate a table listing all work addresses due for a service that month.
Service job confirmation
Subject:
[service_contact], your [service_reminder_name] is ready to book!
Body:
Hello [service_contact],
As part of your service plan with [client_name], we've booked a service to be carried out at [job_address_line_1], [job_address_postcode].
It is important to regularly service your appliances to maintain your warranty and keep them working smoothly and efficiently. Appliances that aren't serviced regularly can malfunction or cost you more in your energy bills as they operate inefficiently.
Don’t wait, [booking_portal_link:book your service online] today or give us a call at [client_telephone] and experience the benefits!
SMS templates
These SMS messages are kept short to ensure they do not get split excessively while keeping them informative. Take a look at the SMS character limit guide for more information on this.
Contract activation
Your [contract_name] contract is now active, welcome aboard! Call us on [client_telephone] with any questions.
Thanks, [client_name] Team
Contract renewal - renewal required
Just a heads up that your [contract_name] contract ends on [contract_enddate]. We'd love to keep you on board! Call [client_telephone] to renew.
Thanks, [client_name] Team
GoCardless Mandate Activation
Service reminder - Single property
Your [contract_name] service is now due. Call [client_telephone] to book before [service_due_date].
Thanks, [client_name] Team
Service job confirmation
Your [contract_name] service is now due and ready to book. Book online or call [client_telephone].
[booking_portal_link]
Thanks, [client_name] Team
Letter templates
Service reminder - Single property
Hello [service_contact],
It has been almost a year since [client_name] last serviced your appliance for you at [customer_address_line_1], [customer_postcode].
Your system is due a service on [service_due_date].
It is important to regularly service your appliances to maintain your warranty and keep them working smoothly and efficiently. Appliances that aren't serviced regularly can malfunction or cost you more in your energy bills as they operate inefficiently.
Give us a call on [client_telephone] to book your service today!
Service reminder - Multiple property
Dear [contract_contact],
The following properties are due for an appliance service as part of their [contract_name] plan:
[service_reminder_properties_due]
Please contact us on [client_telephone] to arrange these services.