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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.

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 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, or see how a membership website 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.

Related services

  • Membership websites: A custom membership website for associations, clubs and communities, with sign-up, renewals, members-only content and events in one place.

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