Membership renewal reminder emails: 4 templates to copy
Most members who do not renew have not decided to leave. They simply forgot, or meant to do it later. A short series of reminders, sent at the right time, brings most of them back.
- Send four emails: one month before, one week before, on the day, and two weeks after.
- Put the amount, the deadline and the payment method in the first lines.
- One clear action per email: “Renew now”.
- If the card expires on its own, the reminder becomes visible at the door too.
When to send them
| When | Goal | |
|---|---|---|
| 1. Early notice | 30 days before expiry | Announce the renewal and the price |
| 2. Reminder | 7 days before | Prompt those who meant to do it later |
| 3. Last call | On the expiry date | Create urgency, say what changes |
| 4. Lapsed member | 14 days after | Win back, ask why |
Template 1: early notice
Subject: Your membership for next season
Hello [first name],
Your membership of [club] runs until [date]. Renewal for next season is now open: [price] for [tier].
To renew, [payment method: transfer to account…, payment link…].
Thank you for being part of the club,
[name], [role]
Template 2: reminder
Subject: One week left to renew
Hello [first name],
A quick reminder: your membership ends on [date]. Renewing takes two minutes: [payment method].
Already done? Thank you, you can ignore this email.
[name]
Choose your activity, type your club’s name, and add the card to Apple Wallet or Google Wallet. Free, no sign-up.
Template 3: last call
Subject: Your membership ends today
Hello [first name],
Your membership of [club] ends today. From tomorrow, your card will show as expired at the door and [benefit: access to training, member price, insurance] will stop.
Renew now: [payment method].
[name]
Template 4: lapsed member
Subject: We miss you at [club]
Hello [first name],
Your membership ended two weeks ago. If you would like to come back, renewing is still possible: [payment method].
If you have decided to stop, could you tell us why in one line? It helps us improve the club.
[name]
Tips that increase renewals
- Use a real sender name, such as the secretary, not “no-reply”.
- Keep it short: price, deadline, how to pay. Details go on your website.
- Remove members who paid from the next email; nothing annoys a member more than a reminder after paying.
- Mention what they keep: the team, the season, the member price at events.
- Make the card expire: when the membership card stops being valid at the door, the reminder becomes concrete.
Automating reminders
Sending these emails by hand is fine for 30 members, not for 300. MPass sends renewal reminders automatically on the Essential and Pro plans, and when you renew a member, their card in Apple Wallet or Google Wallet updates with the new date. Members keep paying the club as they do today. See the plans or try a card for free.
Frequently asked questions
When should I send a membership renewal reminder?
A good rhythm is 30 days before expiry, 7 days before, on the day, and 14 days after for members who have lapsed.
What should a renewal reminder email say?
The expiry date, the price, how to pay and a single clear action. Keep details for your website.
How many reminders are too many?
Four emails over six weeks is a good maximum, provided members who have already paid stop receiving them.
Choose your activity, type your club’s name, and add the card to Apple Wallet or Google Wallet. Free, no sign-up.
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