Membership Renewal Reminders [With Examples] (2023)

Have you ever signed up for a membership subscription, and only realized you were charged a renewal fee when it appeared on your bank statement?

Been there, done that… and it can feel a bit jarring when you aren’t prepared for the expense.

People often forget their membership renewal dates, especially when it comes to annual subscriptions. If you sell a lot of annual memberships, this can be a huge problem for a membership site owner that is counting on that revenue stream.

Membership site owners have to do a lot of things in order to keep their membership sites profitable. One such task is sending out renewal reminder emails to members that are close to expiring.

In this post, we’ll share the best practices and strategies, as well as, two membership renewal email templates and subject line ideas you can use to increase retention rates for your membership site.

Membership Renewal Letters

Implementing a membership renewal reminder email series as part of yourmembership retention strategyis one of the easiest ways to invest in your existing members and build trust between them and your business.

Not only will it build trust in your business by showing that you’re being proactive about your client’s financials, but it also reduces the number of refund requests from possibly irritated clients that your customer service team has to field.

A lot of times, users aren’t aware of their renewal date, and getting hit with a charge they weren’t expecting or aware of can blindside them and create a bad experience for that person with your business.

Membership Renewal Reminders [With Examples] (1)

Offer Member Renewal Incentives

Offering an incentive to your existing members if they renew their membership is a great way to increase retention and engagement, especially for your annual subscriptions.

Here are a few ideas to help inspire you in crafting your membership renewal incentive offers:

Discounted renewal rate:

Offer a discounted renewal rate for members who renew ahead of their expiration date.

One way to do this is to create a subscription replacement using your membership site software. This can be positioned as an upgrade to their existing membership.

Bonus coaching calls:

Offer a free 1-on-1 or small group coaching call with you or a member of your team to provide additional value, and help keep your members on track.

This type of incentive can be especially beneficial if the member hasn’t been as active towards the end of their membership. It’s a great strategy to reengage them with your content and offerings.

Host a virtual event:

Offer a live virtual event exclusive to members who have kept their membership active for more than 1 year.

Your virtual event can be anything from a workshop, book club, or lunch-and-learn with guest experts. Just be sure this incentive provides enough value and exclusivity that members will be excited to participate in.

Membership Renewal Reminders [With Examples] (2)Bonus content access:

Provide additional membership privileges that your members wouldn’t have access to otherwise, like exclusive online video courses, content reviews, or 1-on-1 feedback directly from you.

(Video) Renewal Reminders

Free physical products:

As a thank you for renewing their membership, offer your members a free physical product that they can’t get anywhere else.

Receiving a gift in the mail is a great reminder to the member that you value their membership. This can vary based on your membership, but some popular options are t-shirts, personalized or custom journals, and exclusive member mugs with coffee or tea.

Loyalty reward points:

Offer loyalty rewards as an incentive to maintain your long-term members.

These points can be redeemed for physical products of their choice, gift cards, or to unlock bonus content and other exclusive incentives.

This is a great way to incorporategamification into your membership siteto enhance the user experience.

The sky’s the limit so get creative, and make your membership renewal incentive so irresistible your members won’t think twice about extending their membership.

Membership Renewal Reminders [With Examples] (3)

Send a Renewal Reminder At Least Two Weeks Ahead of Time

A good practice is to automate your renewal reminders emails in your marketing automation system or CRM so you don’t have to manually track your member’s renewal dates.

The timing of your renewal reminders is just as important as the content of the emails so you may want to test it out and adjust based on the response and feedback you receive.

Membership Renewal Letter Timeline

To start, plan on sending out 2 to 3 membership renewal reminder email notifications before the member’s renewal date. At a minimum, the first notification should be sent out at least two weeks ahead of time, followed by a notice 24 to 48 hours before their payment will process.

For subscriptions that carry a larger price tag, sending the first renewal reminder 30 days in advance is more appropriate. You’ll want to follow up again around the two weeks to renewal date, and again 48-72 hours in advance.

Membership Renewal Reminders [With Examples] (4)

Track and Optimize Your Membership Renewal Letters’ Performance

If you find that you’re receiving a lot of customer support emails in the 48-72 hour window before the member’s charge date, you may want to add in an additional email a few days sooner around the one-week mark to reduce the number of last-minute inquiries before the renewal date.

Giving members more time to make their decision, especially for larger investments helps them plan for the membership renewal expense.

Membership Renewal Email Subject Line Examples

When sending out membership renewal reminders you want to ensure your members don’t miss these email notifications.

Use a subject line that stands out in their inbox and really grabs their attention.

Here are some examples of popular renewal letter subject lines that work:

  • Your membership automatically renews in 30 days!
  • Your “membership name” renews tomorrow, click here to confirm now.
  • Exclusive bonuses with your “membership name” renewal
  • Don’t forget, your membership is about to renew
  • Your “membership name” renews in 30 days!
  • Don’t lose access, your membership is about to renew
  • Renew your membership now and save “x%”
  • Renew your “membership name” now and get one month free!
  • Another year of membership rewards could be yours
  • Last chance to update your “membership name” subscription before it renews
  • [Your membership site name] Here’s to another great year together!
  • It’s time to renew your “membership name”

You’ll want to keep track of your open and click-through rates on your membership renewal letters so you can optimize them over time if you’re not seeing the results you hope to.

(Video) YourMembership: Configuring Renewal Reminder Emails

Membership Renewal Letter Template

Automating your membership renewal letter reminders is a great way to save you time, and increase your bottom line.

When you automate your membership renewal reminders, you don’t need to create and send a new email every month or year. Members will be queued into the automated follow-up at the time of their original purchase with a specified delay in place to send near the date they will be charged for their renewal.

If they happen to cancel or request a refund before this date, they will not receive these notifications.

The great thing about this type of marketing communication is that the content is relatively short in nature so you won’t have to invest a lot of time in crafting your renewal reminder emails for your membership subscriptions.

You can even swipe the templates below to get started!

Membership Renewal Reminders [With Examples] (5)

What Should Your Membership Renewal Reminders Say?

Your membership renewal reminder emails should contain the following:

  • The customer’s name and membership type or name of your program.
  • A clear call to action, including a link that directs the customer back to your membership site so they are easily able to update their subscription, manage their card on file, or cancel their membership if they choose not to renew.
  • Information about why this email was sent, as well as any additional benefits or incentives they receive for staying on board with you

Be mindful of the tone used in your membership renewal letters as it can greatly impact the decision your members make about whether they will renew or not.

Use your membership renewal letters to get your existing members excited and re-energized about your membership. You want the fear of missing out to outweigh any hesitations they have about continuing to invest.

Renewal Reminder Email Examples

You want to ensure the renewal process is as simple and clear as possible for your members. Any hiccups in this process could lead to potentially lost sales. A great membership management software can make this process seamless for your members.

Here are a couple of membership renewal letter templates to get you started crafting your own. Be sure to weave in any incentives you plan to offer in these membership renewal emails if offering an incentive is part of your renewal retention strategy.

This will also help create a sense of urgency so they aren’t waiting until the last minute to make any changes to their account.

Take a look at these membership renewal email examples:

Renewal Reminder Example #1:

Subject line: Time flies when you’re having fun!

Hey [Contact First Name]!

Can you believe it’s almost time to celebrate our 1-year anniversary?

We’re looking forward to many more to come and if you’re ready to take this relationship to the next level, there’s nothing for you to do.

(Video) How to send Automatic Renewal Reminders to your Clients ? | Kewal Kishan

Here are some exciting things you have to look forward to as a loyal member of [your membership name or program].

Your card will automatically be charged at your existing rate for [your membership name or program]. If you would like to use a different credit card, you can update it here:

[link to manage their payment method]

If you’d like to upgrade or downgrade your subscription, you can manage it here:

[link to subscription management page]

Here’s to another incredible year!

With so much gratitude,

-[Your name]

Renewal Reminder Example #2:

Subject line: Annual renewal coming up

Hello [First Name],

It’s about that time! As you approach your annual renewal date (30 days from today) for [Your membership or program name] take some time to reflect on how [your life/business/etc.] has transformed, and how you want it to evolve over the next 12 months.

It’s time to renew, so we thought it was a good idea to give you a heads up.

Don’t let your membership lapse! Make sure your card on file is up-to-date and your renewal will automatically process on [renewal date].

[link to manage their payment method]

Don’t forget your membership access includes the following:

    • [Member Benefits #1]
    • [Member Benefits #2]
    • [Member Benefits #3]

Plus, as an incentive for renewing your membership for another year, you will also receive:

[Add in any additional incentives offered here.]

(Video) How to Create an Auto-Email for Club Membership Renewal Reminders (unedited)

We’re looking forward to another great year together!

If you have any questions, just hit reply and we’ll get right back to you.

With gratitude,

[Your Name]

Membership Expired Message

Membership Renewal Reminders [With Examples] (6)

When a user’s membership expires, it’s a good practice to send a membership expired message prompting them to log in and manage their card on file or cancel their membership if they no longer wish to continue.

The two main reasons that your members will receive membership expired messages are:

1. Your membership isn’t set to auto-renew and your members are responsible for updating their membership each month or year, depending on their membership terms.

When your users receive the notifications that their membership has lapsed, your ultimate goal is for them to renew their membership. However, this is also an opportunity to engage with them and find out if anything prevented them from renewing this time around.

2. If your membership renewal process is automated, your members will only receive this type of message if the method of payment on file is no longer valid, or unable to process.

Keep each of these scenarios in mind as you craft your membership expired follow-up messages to your members.

How to Manage Subscription Renewals and Failed Payment Follow-Ups

Leveraging a series of automated membership renewal letters is a great opportunity for you to recoup failed payments and reconnect with those potentially lost sales.

You can even sweeten the deal and offer an additional incentive to entice these existing customers to update their accounts and continue their membership.

Investing in amembership management toolthat can make your subscription renewals and follow-up communication as easy as possible for your existing members will be key to the success of your renewal emails. You want your members to renew and hopefully, these email templates made it easy to write your own personal reminders.

Your CRM or marketing automation system should seamlessly integrate with your membership platform or plugin. When you have this type of integration between your two systems, your members will be able to easily click through from their inbox to their account pages distraction-free.

This distraction-free process will maximize the number of conversions for your membership renewals and reduce your customer support load for managing member accounts.

Be sure to share your biggest takeaways in the comments below.


What is an example of a membership renewal letter? ›

Your [Organization] membership expires [date] and we sincerely hope that you will join us for another outstanding year of great programs and professional development. Good news! There's still time to renew and it's as easy as ever with these options: Click on this link, [renewal URL], and follow the prompts.

How do you remind a client for renewal? ›

Tips to write a renewal reminder email:
  1. Be confident, but not pushy.
  2. Keep it short and sweet.
  3. Choose an effective subject line.
  4. Personalize as much as possible.
  5. Make it a drip campaign.
  6. Ask for feedback if you want.

How do I encourage my membership renewal? ›

10 membership renewal strategies if your member retention is low
  1. Make member benefits your main priority – and message. ...
  2. Keep benefits in line with member needs. ...
  3. Run a member satisfaction survey. ...
  4. Build a membership retention plan. ...
  5. Refresh and automate your membership renewal letters. ...
  6. Give members something to anticipate.

How do I write a membership renewal email? ›

Hi [Name], This is a reminder that your membership with [Company] expired on [date] and you are now within your membership grace period. We hope you will take the time to renew your membership and remain a part of our community. It couldn't be easier – just click here to renew!

How do I tell my client I need to renew my contract? ›

When you're encouraging customers to renew with you, try to offer them a discount. This is a great way to get them to step away from their manual subscription and towards an automatic one. One of the best ways to do this is by giving them a discount for signing up for an entire year.

How do you write a good reminder message? ›

  1. Choose an appropriate subject line. A solid email subject line is a must. ...
  2. Greet the recipient. Like a subject line, a salutation is a must when you're sending a polite reminder email. ...
  3. Start with the niceties. ...
  4. Get to the point. ...
  5. Make a specific request. ...
  6. Wrap it up and sign your name.
Nov 4, 2021

How do you write a reminder message sample? ›

Hello [Name], Just sending a friendly reminder regarding our upcoming meeting on [date and time]. I've made sure to include a copy of all details about the meeting below. Looking forward to talking soon!

How do you remind someone politely example? ›

10 expressions to Use In Speaking And Writing:
  1. Don't forget to do it.
  2. Remember to do it.
  3. You will remember to do it.
  4. You won't forget to do it, will you?
  5. Can / Could I remind you to...?
  6. I'd like to remind you about...
  7. You haven't forgotten about __, have you?
  8. I hope you haven't forgotten to...

How would you persuade someone to keep their membership? ›

1. Remind Your Members of the Benefits
  1. Remind Your Members of the Benefits. ...
  2. Remind Your Members of the Benefits. ...
  3. Catch Lack of Engagement Early. ...
  4. Catch Lack of Engagement Early. ...
  5. Open Two-Way Communication. ...
  6. Open Two-Way Communication. ...
  7. Use Your Membership Committee. ...
  8. Use Your Membership Committee.

How do I incentivize my membership? ›

When people feel a sense of community and belonging, they will not want to walk away. Read on for ways to incentivize your current members to keep them coming back year after year.
Referral Program
  1. Discounts on membership dues.
  2. Amazon gift cards.
  3. Free merch.
  4. Cash.

How do you write a membership email? ›

The New Member Welcome Email Template You Need To Try

Thank you so much for becoming a member of [association's name]! We're thrilled to have you on board and can't wait to get to know you. To help you get involved, here are a few events we have planned over the next couple of months: [List upcoming events here]

What is renewal notice? ›

Meaning of renewal notice in English

an official document that tells you that an agreement will soon end, and an arrangement needs to be made if you want to continue it for an extra period of time: Your new insurance premium is shown on the enclosed renewal notice.

How do you write a membership letter of inquiry? ›

How to write a letter of inquiry
  1. Start with an introduction. The introduction of your letter of inquiry serves as an executive summary of your letter. ...
  2. Describe your organization. ...
  3. Include a need statement. ...
  4. Provide a need solution. ...
  5. List other funders you're approaching. ...
  6. Conclude with a summary.
Apr 26, 2021

What is an example of a written agreement? ›

Most contracts that involve a lot of money or serious legal obligations are written contracts. For example, a contract for the sale of real estate, a two-year car rental contract, and auto, real estate, and health insurance contracts are written contracts.

How do you write a simple agreement? ›

Write the contract in six steps
  1. Start with a contract template. ...
  2. Open with the basic information. ...
  3. Describe in detail what you have agreed to. ...
  4. Include a description of how the contract will be ended. ...
  5. Write into the contract which laws apply and how disputes will be resolved. ...
  6. Include space for signatures.

How do you write an agreement in a sentence? ›

Example Sentences
  1. Any changes to the plan require the agreement of everyone involved.
  2. There is wide agreement on this issue.
  3. They have been unable to reach agreement about how to achieve reform.
  4. I thought we had an agreement.
Feb 17, 2023

How do I write a letter of renewal of association? ›

Member Renewal Letters: A Complete How-To Guide (Free Template Included)
  1. Start With Your Salutation. ...
  2. Remind Members Of Their Membership Value. ...
  3. Get To The Point — Ask Them To Renew! ...
  4. Offer Membership Renewal Incentives. ...
  5. Provide Follow-up Details. ...
  6. Thank Your Members (Again and Again) ...
  7. Follow Our Free Template.
Oct 1, 2020

What is letter of renewal? ›

Renewal Letter means the renewal letter issued by the Purchaser (on behalf of the Council) to the End User which, together with this Third Party Agreement shall form the basis of the Agreement between the parties; Sample 1Sample 2.

How do I write a renewal? ›

I, ___________(name), has been an employee of your company in the _______________ since __________(duration). My work contract is due to expire on _______date) and am writing to request a renewal of the contract for extended employment.

What is renewal membership? ›

Membership Renewal Defined

A renewed membership is a new membership issued to an existing member so that the old and new memberships form a series of memberships.

What is auto renewal terms and conditions? ›

An automatic renewal clause (sometimes referred to as an evergreen or self-renewal clause) is a contractual provision that operates at the end of a contract's current term to automatically extend the term for a specified period of time, unless one of the parties provides notice of its intent not to renew.

What is a renewal request? ›

Renewal Request means a written notice delivered to the Agent in accordance with Clause 6.6 (Renewal of a Letter of Credit).

What is the meaning of renewal due? ›

/rɪˈnuːəl/ the act of making an agreement continue for an extra period of time after it has come to an end: contract/licence renewals. The purchases are subject to annual renewal. be due for renewal If your car tax is due for renewal, do it before Budget day.

How can you use renewal in a sentence? ›

License renewals can be done online. You can get a 10 percent savings on subscription renewals. High fuel prices have led to a renewal of interest in electric cars. She uses flowers in her art as symbols of rebirth and renewal.

What is a sentence for renew? ›

Larry's landlord threatened not to renew his lease. 25. He must renew his library card this week. 26. Every year I renew my membership of the sports club.

What is a renewal quote? ›

Renewal Quotation means a quotation including fees and taxes for the renewal of the Part 1 Relevant Insurances, and based on the cover and deductibles for such insurance at the same level as those applying immediately prior to the Insurance Costs Review Date; Sample 1.


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