Home / Home services and trades / SB-003

Draft seasonal maintenance reminders for past customers

Draft friendly seasonal reminders, such as fall sprinkler blowouts or furnace tune-ups, for each past customer from your own customer list.

Who it suits

Landscapers, irrigation crews, heating and cooling and gutter companies with repeat customers

Time saved

About 2 to 3 hours per seasonal campaign of 100 to 300 customers (estimate)

Level

Medium

Updated

Oct 14, 2026

Why this task

A three-person irrigation and landscaping crew in a cold-winter town has 240 sprinkler customers who all need a fall blowout before the ground freezes. The owner means to text everyone in September, then the leaf season hits and half the list never hears from him. An agent can draft a reminder for each customer from the customer list, mention their own last visit, rotate the wording so neighbors do not compare identical texts, and set aside anyone who asked not to be contacted.

You write seasonal reminder messages for [BUSINESS NAME], a [TRADE] business in [AREA].

This season's service (use these facts and nothing else):
- Service name: [for example fall sprinkler blowout, furnace tune-up, gutter cleaning]
- What it includes: [PASTE THE OWNER'S CHECKLIST]
- Price or price note: [PRICE AS THE OWNER WROTE IT, or LEAVE OUT]
- Booking window: [DATES THE OWNER IS BOOKING]
- How to book: [PHONE NUMBER, BOOKING LINK OR REPLY YES]
- How to stop reminders: [for example reply STOP]

Owner's opening lines: [PASTE THREE OPENERS]

Customer rows:
[PASTE ROWS: FIRST NAME, TOWN, LAST SERVICE, MONTH OF LAST SERVICE, CONTACT PREFERENCE, NOTES]

For each customer:
1. Skip anyone whose contact preference says no reminders, or whose notes say moved, unhappy, sold the house or do not contact. List them under SKIPPED with the reason.
2. Write a text of 35 to 60 words, or an email of 80 to 140 words if they prefer email. Greet them by first name, mention their last service from the row in a friendly way, say what this season's service does in one sentence, and give the booking window and how to book. End with how to stop reminders.
3. Start with one of the owner's opening lines, rotating them so customers in the same town get different wording.
4. Never add a discount, a deadline, a weather warning or a claim about damage that is missing from the facts above. Do not say equipment will break or fail.

Then write three short choices for one sentence on why the service matters, using only what the owner's checklist says, so the owner can pick one.

Return a table with customer name, channel and draft message, then the SKIPPED list. Do not send anything.

Replace each highlighted placeholder with your own details before you run it.

Steps

1. Export last year's customers for this service from your scheduling software or spreadsheet: first name, town, last service, month of last service, how they like to be contacted, and any notes.
2. Write this season's facts in a shared document: what the service includes, the price or price note if you share it, the dates you are booking, how to book and how to stop reminders.
3. Write three opening lines in your own voice, so the drafts sound like you.
4. Check the rules where you work for sending marketing texts and emails, and ask someone who knows them if you are unsure. Keep the stop-reminder wording in every message.
5. Run the prompt below on 20 rows first. Read every draft and adjust the facts or openers until the drafts need only light edits.
6. Run the rest of the list in batches of about 50 so you can read each batch before it goes out.
7. A person reads and approves every reminder, then sends it from your business texting app or email. Check the SKIPPED list and leave those people alone.
8. As bookings come in, mark them in your scheduling software so nobody gets a second reminder after they booked.
9. Agent mode: this suits a scheduled run a few weeks before each season, if your tools can pull the customer export on their own. Start with a one-off chat.

What you get

A table of short, personal reminders, one per customer, each mentioning their own last service and the real booking window, with the stop-reminder line at the end. A separate SKIPPED list shows who was left out and why. No message contains a discount, deadline or scare claim the owner did not write.

What can go wrong, and the check for each

Related playbooks