Texting Guide for Renewal Reminders

Renewal reminders keep customers engaged and reduce churn by prompting them to take timely action. A short, well-timed message can make the renewal process smooth and personal.

TextUs helps teams send automated renewal reminders that reach customers before their subscription or contract expires.

How TextUs Fits Renewal Reminder Workflows

TextUs Campaigns can send reminders to customers whose subscriptions, contracts, or service agreements are nearing expiration. You can attach PDFs or images such as renewal forms, updated pricing sheets, or plan comparisons to help customers decide quickly.

Keywords like RENEW, HELP, or UPGRADE can trigger Sequences that send confirmation links or connect the customer to support automatically.

Replies appear in the Shared Inbox, where account managers and support teams can handle renewals together. Integrations can sync contact and contract data with your CRM or billing platform so all actions stay logged.

You can track deliveries, replies, and clicks, then export CSVs to analyze renewal rate improvements.

What to Set Up First

Connect your CRM, billing system, or subscription management tool so renewal dates and contact details can sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically.

Define renewal windows such as 30, 15, and 5 days before expiration, and segment lists accordingly. Create templates for each stage: early notification, reminder, and final alert. Assign Shared Inbox coverage by hours and ownership so replies get handled within one business day.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “Expiring in 15 Days.” This can make sure messages reach customers on time.
2. Write your message: Keep it clear and supportive. Example: “Hi {{first_name}}, your [Service/Plan] is set to renew on [Date]. Reply RENEW to confirm or HELP if you’d like to discuss options.”
3. Attach media: Add a renewal form, updated rate sheet, or short guide explaining benefits. Attachments can reduce friction in the renewal process.
4. Set up an A/B test: Test message tone or timing to find what gets faster confirmations. Keep the version with the best reply rate.
5. Schedule your campaign: Send your first message 30 days before renewal, then follow up at 15 and 5 days if needed. Automate these through Sequences for consistency.
6. Create a keyword: Add a keyword such as RENEW or HELP and include it in your message. TextUs can recognize it automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Confirm renewal with a link. Step 2: Follow up if no response after 48 hours.”
8. Send and monitor: Launch your campaign, monitor reply rates, and route complex cases to account managers through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}! Here’s your renewal confirmation link: [short URL].”
• Step 2 (reminder): “Just checking in—your [Service/Plan] renews soon. Reply HELP if you’d like to make changes.”

Segmentation and Personalization Strategy

Segment by renewal date, plan type, and customer tier so reminders feel relevant. Use groups such as “Annual Plans,” “Premium Customers,” or “Trial Expiring.” Exclude already renewed or cancelled customers to avoid confusion.

Personalize with first name, product name, and renewal date. Example: “Hi {{first_name}}, your [Product] plan renews on [Date]. Want to update billing? Reply HELP.” Use fallback fields to prevent broken messages.

Refresh segments daily during renewal periods to ensure timing and accuracy. Up-to-date lists help avoid duplicate or late sends.

Template Library for Renewal Reminder Scenarios

Maintain a short list of templates that fit your renewal cycle. Each message should offer one clear action and a helpful tone.

• “Hi {{first_name}}, your [Plan] renews on [Date]. Reply RENEW to confirm or HELP to talk options.”
• “Reminder: your subscription renews soon. Want to upgrade before renewal? Reply UPGRADE.”
• “Your [Product] plan expires in 5 days. Renew now to avoid interruption: [short URL].”
• “We haven’t seen your renewal yet. Still planning to continue? Reply YES or HELP.”
• “Thank you for being with us! Your plan renews today—reply CONFIRM to finalize.”

Review the template performance monthly with compliance. Measure response and renewal rates, and keep tone friendly rather than transactional.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs each week. Join that data with CRM or billing outcomes like renewals completed, upgrades, or cancellations. Preserve campaign name, segment, keyword, and send time for accurate reporting.

Measure reply-to-renewal and click-to-renewal rates by plan type or customer tier. Look for patterns in timing and message phrasing to optimize future campaigns. Summarize key results in a short weekly renewal performance report.

Retention and Upgrade Strategy

Use renewal reminders as a chance to retain and grow relationships. Include optional upsell messages that highlight new features or plan benefits. Example: “Renew your [Product] plan and unlock [Feature]. Want details? Reply INFO.”

For customers who hesitate, trigger a personalized follow-up from an account manager. Keep messages positive and focused on value. Offer assistance through a HELP keyword or direct contact link.

Managing Replies in the Shared Inbox

All replies appear in the Shared Inbox so teams can coordinate responses. The first responder assigns ownership and handles quick confirmations. Templates can help standardize language while adding personal notes where appropriate.

Use tags such as Renewal, Upgrade, Help, or Billing to track threads. Add short notes when handing off to account or finance teams. Keep alerts active during renewal windows for timely follow-up.

Compliance and Deliverability for Renewal Reminders

Use registered 10DLC numbers for renewal campaigns. Keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Include a clear line in your first message that says “Reply STOP to opt out.”

Avoid using all caps or multiple links in one message. Keep attachments relevant and small, like a one-page renewal summary. Send messages during local business hours and at spaced intervals so they remain helpful, not intrusive.

FAQs About Texting Guide for Renewal Reminders

Can I attach renewal forms or invoices to messages?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Many teams attach renewal forms, invoices, or benefit summaries to simplify the process.

Can renewal reminders run automatically?

Yes. You can schedule campaigns or set up Sequences to send messages automatically based on renewal dates. Each stage can include its own template and timing.

Can I handle upgrades and renewals in the same campaign?

Yes. You can include both options in your message by adding multiple keywords like RENEW or UPGRADE. Each keyword can trigger a different Sequence or route replies to the right team.

How does the Shared Inbox help with renewals?

All customer replies appear in one shared view so account managers and support can collaborate easily. Ownership, tagging, and templates make it simple to manage renewals at scale.

What metrics should I track for renewals?

Monitor delivery, reply, and renewal confirmation rates. Export TextUs data and combine it with billing or CRM reports to track conversion. Weekly summaries can help identify which templates and timing improve retention.