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Renewal email templates for every stage of the renewal

By Draft First, October 2026

A renewal shouldn't arrive as a surprise invoice. The best renewals feel like a natural next step because the customer has already heard, a few times, what they got out of the last year. These templates follow the 90, 60 and 30 day rhythm.

90 days out: the value recap

Hi Dana,

Your renewal is coming up in January, so I wanted to share where things
stand before anyone's thinking about contracts.

Since you started: claims tickets moved into one queue in November, and
SLA misses dropped from 18% to 4% (from your ops report). The open item
is the Salesforce sync, which I'm chasing for a date.

Is there anything you'd want to change or add for next year?

Sam

60 days out: kicking off the renewal

Hi Dana,

Your contract renews on January 14. To make it easy on your side, could
you tell me who'll handle the paperwork and whether procurement needs
anything new this year, like a security review?

I'll send a renewal quote by December 1 with the same terms unless you'd
like to talk about changes.

Sam

30 days out: the friendly nudge

Hi Dana,

Just making sure the renewal quote I sent on December 1 reached the right
person. Is there anything holding it up that I can help with?

Sam

Renewal with a price change

Hi Dana,

I want to give you plenty of notice: pricing for your plan changes at
renewal, from [old] to [new] per year. I'd rather tell you directly than
have you find it on a quote.

Here's what's included now that wasn't last year: [two real things].
If the change creates a budget problem, let's talk before December.
There may be options, like a different term or seat count.

Sam

Tips

• Use their numbers. "SLA misses down to 4%" beats "great partnership".
• Name open problems before they do.
• Write to the person who signs, not only your champion.

The Renewal Brief play in The CS Agent Playbook has an agent pull the facts for these emails at each milestone. See also churn risk email templates if the renewal looks shaky.

Questions

When should I send a renewal email?

Start with a value recap about 90 days out, kick off paperwork at 60, and nudge at 30.

How do I announce a price increase at renewal?

Tell them directly and early, explain what's new, and offer to talk if it creates a budget problem.

Who should renewal emails go to?

Your champion and the person who signs. Make sure the signer has heard the value story.