For plumbers and heating engineers
Boiler service reminder templates for plumbers
Annual boiler services are some of the steadiest work a plumber or heating engineer can have, but only if customers remember to book. These ready-to-send reminders help you fill your diary with services, and catch the customers who would otherwise ring someone else.
A simple reminder timeline
- Four weeks before the service is dueA friendly reminder with two or three dates to choose from.
- Two weeks beforeA short nudge to anyone who has not booked yet.
- The day before the visitA confirmation with the time window and what you need, such as access to the boiler and a parking space.
- After the serviceA thank-you, the date of the next service and how to reach you if anything changes.
- Thirteen months, not bookedA final check-in for lapsed customers before they forget you altogether.
Only Gas Safe registered engineers may work on gas appliances. If you are not registered for gas work, use these templates for the jobs you do carry out, such as servicing oil or electric systems you are qualified for.
Text message reminders
Hi [name], it’s [your name] from [business]. Your boiler is due its annual service next month. I have [day/date] or [day/date] free. Would either suit? Reply STOP if you’d rather not get service reminders.
Hi [name], just a reminder your boiler service is due on [month]. Want me to book you in? I have a few slots left this month.
Hi [name], see you tomorrow between [time] and [time] for the boiler service. Please make sure we can reach the boiler and the flue. Any problems, call me on [phone].
Thanks [name], all done. Your next service is due around [month, year], and I’ll send a reminder nearer the time. Any problems before then, just call.
Email reminders
Subject: Your boiler service is due in [month]
Hi [name],
It’s almost a year since we serviced your boiler at [address], so it’s due its annual check. Regular servicing helps keep it running safely and efficiently, and many manufacturer warranties require it, so it’s worth checking yours.
I have availability on [date] and [date]. Just reply with the one that suits, or suggest another day.
Kind regards,
[your name]
[business], [phone]
If you would rather not receive service reminders, reply and let me know.
Subject: Is your boiler due a service?
Hi [name],
We last serviced your boiler in [month, year], so it’s now overdue. If you have had it done elsewhere, no problem at all. If not, I’d be glad to book you in before the colder weather.
Thanks,
[your name]
Landlord gas safety check reminders
Landlords must have a gas safety check carried out every year on the gas appliances and flues they provide, by a Gas Safe registered engineer, and give tenants a copy of the record. A reminder from you saves them a missed deadline.
Subject: Gas safety record due for [address]
Hi [name],
The gas safety record for [address] expires on [date]. To renew it in good time, I can visit on [date] or [date]. If you can let your tenants know, or share their number, I’ll arrange access directly.
If you have other properties due in the next couple of months, I can book them together.
Kind regards,
[your name]
[business], Gas Safe registration [number]
Hi, it’s [your name] from [business]. [Landlord or agent] has asked us to carry out the annual gas safety check at [address]. Could we visit on [day] between [time] and [time]? Thanks.
Keep your reminders on the right side of the rules
- Service reminders to existing customers about the work you do for them are usually fine, but always give an easy way to opt out, as in the templates above.
- Keep a note of anyone who asks not to be contacted, and do not message them again.
- Only keep the customer details you need, and keep them secure.
This is general guidance, not legal advice. The ICO has detailed guidance on marketing messages, and the Gas Safe Register explains landlords’ gas safety duties.
Printable checklist for each service customer
- Name, address and best phone number
- Boiler make and model
- Date of the last service
- Month the next service is due
- Landlord or homeowner, and the tenant’s contact if different
- Gas safety record expiry date (landlords)
- Any warranty that needs an annual service
- Happy to receive reminders? (yes or no)
Free resource from Bizora: bizora.co.uk/resources/plumbers-boiler-service-reminders
