# Membership renewal reminder emails: when to send them, with templates > When to send membership renewal reminders, what each one should say, and four short email templates your association can copy and adapt. - By: Crashielab (https://crashielab.com/) ## The short answer Send three or four reminders: about a month before the renewal date, a week before, on the day and a week after. Keep each one short, put the renewal link near the top, and stop the moment the member renews. ## When to send each reminder - **30 days before:** let them know, with plenty of time - **7 days before:** remind them what they keep - **On the renewal date:** make renewing one click - **7 days after:** say when access ends If you have a grace period, send the last reminder a few days before it ends. ## What every reminder should include - The member’s name, and their membership category - The renewal date and the amount - A link that goes straight to renewing, without having to search for it - One line on what membership gives them, such as events, resources or a community - Who to contact with questions Use your association’s name in the sender and subject line, so the email is recognised before it is opened. ## Templates you can copy Replace the words in square brackets. Keep the tone of your own association: the warmer and more personal, the better. ### First reminder, 30 days before **Subject:** Your [Association] membership renews on [date] Hello [first name], Your [category] membership renews on [date]. Renewing keeps your access to [main benefit, such as our events and members’ resources] for another year. [Renew now] The fee is [amount]. If anything has changed, just reply to this email. [Name], for [Association] ### Second reminder, 7 days before **Subject:** One week until your membership renews Hello [first name], Just a reminder that your membership renews on [date]. This year, members [one real highlight, such as joined four online sessions or got early booking for the conference]. [Renew now] [Name], for [Association] ### Third reminder, on the day **Subject:** Your membership renews today Hello [first name], Your membership is due today. It takes a minute to renew: [Renew now] Thank you for being part of [Association]. ### Last reminder, 7 days after **Subject:** Your membership has ended: renew to keep your access Hello [first name], Your membership ended on [date]. You can still renew until [end of grace period] and keep everything as it is, including [main benefit]. [Renew now] If you have decided not to renew, we would love to know why. Just reply to this email. ## Automatic renewals Members who renew automatically need a different message: one before each payment saying when it will be taken, how much it is, and how to update their card or cancel. Send it about a week before, so there is time to act. ## Make it automatic Sending reminders by hand is where most renewals are lost. A membership system can send each reminder on time, include the right name, date and amount, stop as soon as the member renews, and show your team who is still due. ## How Crashielab can help The [Cultural Leadership Council](/projects/cultural-leadership-council/) case study brings annual memberships and renewals, a members’ area and opt-in newsletters into one place for an association of cultural practitioners. For the bigger picture, read how to [manage memberships and renewals](/guides/association-membership-renewals/), or see how a [membership website](/services/membership-websites/) can send these reminders for you. ## Questions ### When should the first renewal reminder go out? About a month before the renewal date. It gives members time to plan, and leaves room for two or three more reminders before access ends. ### What should a renewal reminder include? The member’s name, their membership category, the renewal date, the amount, a one-click link to renew, and what they keep by renewing. ### Should we send reminders to members who renew automatically? Yes, one before each automatic payment, saying when and how much will be taken and how to change or cancel it. ### What if a member doesn’t renew after the last reminder? Mark the membership as lapsed, keep their record, and send one friendly message later inviting them back. Many people simply missed the emails.