Renewal reminders help you keep track of expiring contracts and maintain strong client relationships. When done right, they show clients you care about the small details, like giving them time to renew before their service or agreement lapses.
With ActiveMerge, sending these reminders with an auto-filled contract attached becomes a quick and repeatable process.
What Is a Renewal Contract?
A renewal contract is a follow-up agreement that continues or extends the terms of a previous contract. It’s used in services like subscriptions, vendor agreements, leases, or maintenance contracts.
Most companies send renewal reminders before the contract ends. These emails often include:
- The renewal date
- A short message or notice
- An updated contract is attached for review or signature
Instead of manually editing each document, you can use ActiveMerge to merge your contract templates with customer data and auto-send renewal reminders—fast and professionally.
Step 1: Prepare Your Contract Template
Use a Microsoft Word file (.docx) as your contract template. Insert placeholders (merge tags) where the client-specific details will go.
For example:
Hello {First Name},
Your current service contract (Contract ID: {Contract ID}) will expire on {EndDate}.
Common placeholders:
- {First Name}
- {Last Name}
- {Company Name}
- {Contract ID}
- {Start Date}
- {End Date}
- {Renewal Amount}
Step 2: Set Up Your Spreadsheet
List all your customer details in a spreadsheet. Each column should match the placeholders you used in your Word template.
Example Columns:
- First Name
- Last Name
- Contract ID
- Start Date
- End Date
- Renewal Amount
This spreadsheet serves as your database and powers bulk personalisation.
Step 3: Connect ActiveMerge to Your Files
Log in to your ActiveMerge dashboard via app.activemerge.com. Then, go to Document Generation and click Start New Job.
Step 4: Upload Your Data
Choose the spreadsheet you prepared earlier and upload it straight from your device.
ActiveMerge will match your spreadsheet data with your template tags.
If you’re using Google Spreadsheets, remember to download the file as a Microsoft Excel (.xlsx) format since Activemerge only supports this format.
Step 5: Upload Your Template
Upload your Renewal Contract template. ActiveMerge will detect your merge tags automatically.
You’ll see a preview of the template, and the tags will be listed. Make sure they match your spreadsheet column names.
Step 6: Preview First Document
Click the “Preview First Document” button, and ActiveMerge will handle the rest. It pulls data from each row of your spreadsheet and fills out a separate review form for each one.
Sample Result:
Get the Free Renewal Contract Template
Get a copy of the Free Renewal Contract template. You can download the Google Docs template in Microsoft Word (.docx) format, as ActiveMerge only supports Word documents.
Final Thoughts
If you’re still manually editing contracts and sending emails one by one, you’re burning time on something that could be done in minutes.
Automation doesn’t replace personal attention; it helps you deliver it at scale. ActiveMerge turns repetitive document work into something you can set, run, and forget.
Frequently Asked Questions
Can I schedule renewal emails in advance with ActiveMerge?
Yes. By connecting ActiveMerge with automation tools like Zapier, you can trigger renewal emails based on upcoming end dates.
What file types does ActiveMerge support for contracts?
ActiveMerge works best with Microsoft Word (.docx) files. You can also convert outputs to PDF before sending.
Can I send different versions of the contract to different clients?
Yes. You can create multiple templates or include conditional content in your Word file, using merge tags and logic to personalize each one.
