How to write a quarterly reengagement email for past customers
A customer who bought from you between six and twenty-four months ago and has not rebooked is not lost. They have simply not been asked. This four-step process writes and sends the message that asks, in under 30 minutes.
Step 1: Pull the list
In your CRM, invoicing software, or customer records, filter for customers whose last completed job falls between six and twenty-four months ago, with no subsequent booking. This is your reengagement list. The filter takes under five minutes in most systems.
Step 2: Write a subject line that sounds personal
Avoid newsletter-style subject lines. Use something that reads like a message from a person rather than a business:
- "It's been a while — worth a quick catch-up?"
- "Following up from your [service] last [season]"
- "Still available if the timing's right"
These lines get opened. Generic update subject lines do not.
Step 3: Write three sentences
Sentence one: acknowledge the time since the last job. Reference it specifically — "It's been about a year since we did [job type] for you" rather than a vague "it's been a while."
Sentence two: offer something useful. A seasonal consideration, a natural next step for their service type, or a note about lead times. Give them a reason to respond beyond your need to fill the diary.
Sentence three: one clear next step. A booking link, a reply option, or a short question. One. Not multiple options.
Example: "It's been about a year since we completed the [job] for you. With the colder months coming, it's a good time to get [service] checked over before it becomes urgent. [Book a free check here / just reply and we'll arrange a time]."
Step 4: Send and record
Send the message. Record the date and the number of contacts on the list. Most responses arrive within 72 hours. A 12 to 18 percent rebooking rate on first send is typical. This is not a newsletter. No discount, no offer, no "Dear valued customer."
EveryCatch automates this reengagement sequence at the right interval so the list stays active without a manual quarterly send. Book a free discovery call to see how it works.
