Contract Renewal Notification Automation

Last Updated：

2026-06-12

Timer-based email automation ensures timely renewal notifications and reduces missed renewal opportunities.

1. Issue: Missed Contract Renewal Notifications

A consulting company currently has outsourcing contracts with approximately 30 client companies for DX promotion support. Contract periods range from three months to about one year, and around 80% of clients renew their contracts. Contract renewal coordinators in the sales department refer to customer information registered in the system by sales representatives and manually send renewal confirmation emails to clients 60 days and 30 days before the contract end date.

However, because contract renewal coordinators are responsible for multiple tasks, they may not always be able to send emails at the appropriate time when workloads increase. If notifications are delayed, clients may not have sufficient time to evaluate whether to renew their contracts.

As a result, delays in renewal confirmation can lead to missed contract renewal opportunities. Such delays may also contribute to higher cancellation rates and increased follow-up efforts, further increasing the workload of sales representatives.

2. Solution: Automatically Send Emails on Specified Dates Using Timer Events

The process owner incorporated intermediate timer events into the contract renewal process, creating a mechanism that automatically sends emails on specified dates.

Specifically, the coordinator prepares the email content in advance and reviews it to ensure there are no issues before approving it for sending. After approval, the process proceeds automatically and waits until the scheduled sending dates (60 days and 30 days before the renewal date). When each scheduled date arrives, the email is sent automatically.

As a result, customers are reliably contacted on the designated dates.

Automatic email scheduling prevents missed renewal notifications and protects renewal opportunities.

Before

View the workflow diagram

1. Customer Registration

The sales representative registers the customer information.

x1. Scheduled Sending Date and Time

The scheduled date and time for sending contract renewal confirmation emails are automatically set based on the registered customer information.

2. Send (60 Days Prior)

The contract renewal coordinator reviews the email content and scheduled sending date 60 days before the contract end date, and approves the email for sending after confirming there are no errors.

Send 60-Day Prior Notification Email

Send an email to the customer.

3. Send (30 Days Prior)

The contract renewal coordinator reviews the email content and scheduled sending date 30 days before the contract end date, and approves the email for sending after confirming there are no errors.

Send 30-Day Prior Notification Email

Send an email to the customer.

After

View the workflow diagram

1. Customer Registration

The sales representative registers the customer information.

x1. Scheduled Sending Date and Time

The scheduled date and time for sending contract renewal confirmation emails are automatically set based on the registered customer information.

2. Send (60 Days Prior)

The contract renewal coordinator reviews the email content and scheduled sending date 60 days before the contract end date, and approves the email for sending after confirming there are no errors.

Wait Until 60 Days Prior

The process waits until 60 days before the contract end date.

Send 60-Day Prior Notification Email

Send an email to the customer.

3. Send (30 Days Prior)

The contract renewal coordinator reviews the email content and scheduled sending date 30 days before the contract end date, and approves the email for sending after confirming there are no errors.

Wait Until 30 Days Prior

The process waits until 30 days before the contract end date.

Send 30-Day Prior Notification Email

Send an email to the customer.