A good maintenance reminder does three things in ten seconds: it says who is writing, why now, and what to do (a link or a number). Here are three templates you can copy as they are, to adapt with your prices and your tone.
Template 1 — the annual reminder
Subject: Your heat pump is due for its annual maintenance
Hello {first name},
We installed your {equipment} on {installation date}. Its annual maintenance is now due: professional maintenance keeps the unit efficient, extends its useful life and keeps your warranty in good standing.
Book in 30 seconds here: {link}
Or call us at {phone}.
Thank you for your trust,
{company}
Reply "STOP" to stop receiving reminders.
Template 2 — the conditional warranty
Subject: A detail that protects your {equipment} warranty
Hello {first name},
A useful reminder: the warranty on your {equipment} (installed on {date}) requires documented professional maintenance, generally every year. Without proof of maintenance, a claim can be disputed by the manufacturer.
We can come by before the peak season. Pick your time: {link}
{company} · {phone}
Reply "STOP" to unsubscribe.
Template 3 — the approaching end of life
Subject: Your {equipment} is {age} years old — let's talk before it breaks down
Hello {first name},
Your {equipment} installed in {year} is approaching the end of its useful life. It is not urgent — but a planned replacement always costs less than one in the middle of a heat wave or in mid-January. We can assess the unit during your next maintenance visit and suggest options (including the financial assistance available).
Book here: {link}
{company} · {phone}
Reply "STOP" to stop receiving reminders.
The text-message version (160 characters)
{company}: your {equipment} is due for its annual maintenance. Book: {link} — or call {phone}. STOP to opt out.
The right time to send
- Heat pump and air conditioning: April-May, before the heat. Heating: September-October.
- Installation anniversary date for equipment with no season.
- One reminder, then one follow-up two to three weeks later if there is no reply — no more. The third message annoys.
- Send on a weekday morning; avoid Monday mornings.
The mandatory mentions (CASL)
Your company name and contact details, a way to unsubscribe in one click (or "STOP"), and valid consent — an existing business relationship creates one for two years after the transaction. Details in our CASL guide for installers.
📎 Get these templates as a PDF
The 3 templates, the text-message version, the sending calendar and the CASL mentions — ready to copy, sent to your inbox. No sign-up, no automatic follow-ups.
These templates are built into Byrsia — with your variables filled in automatically, sending at the right time for each unit, the booking link, the follow-up, and the immediate stop on STOP.
Try free for 30 daysPublished on 2026-09-20 · This guide is informative and general; it replaces neither the manufacturers' documents nor legal or accounting advice.