Free working document
The 90 Day HVAC Maintenance Renewal Runbook
A stage by stage checklist that takes one month of expiring agreements from a messy list to renewed members with booked tune-up appointments.
Renewals fail quietly. A card expires in February, the fall heating visit was never delivered, the reminder notice goes out three days before the charge, and the homeowner cancels while standing in the kitchen with the phone in hand. None of those is a sales problem. They are all record keeping and sequencing problems, which means they respond to a checklist.
This runbook covers one anniversary month at a time, worked on a rolling ninety day schedule. Run it in January for the April expirations, in February for May, and so on around the year. The four stages below take about two hours a week for a book of a few hundred agreements, and they are the same two hours whether you use SeasonTuneUp or a spreadsheet and a lot of discipline.
Ninety days out: clean the agreement list
Sixty days out: renewal outreach
Thirty days out: booking and routing
Renewal week and after: billing, saves, and records
How to use it
Print one copy per anniversary month and put a name next to each stage. In a one truck shop that name is the owner for all four stages, and the honest scheduling answer is a fixed two hour block every Tuesday morning before the first call. In a shop with an office person, stages one and two belong to them and stage three belongs to whoever builds the routes.
The stage that gets skipped most often is the first one, because cleaning records feels like it can wait. It cannot. Every failure later in the sequence, the declined card, the wrong filter on the truck, the member who was never given their fall visit, traces back to a record nobody checked ninety days earlier. Do that stage first and the rest of the season gets noticeably calmer.
Send me the editable copy
Send me the editable copy so I can put my own anniversary months, technician names, and callback rules into it.
Questions about this document
Does this work for a shop with fewer than a hundred agreements?
Yes, and it takes far less than two hours a week at that size. Run the same four stages on a monthly rhythm even when the list is short, because the habit is what survives growth. A shop that only works renewals when the phone is quiet stops working them entirely by the third hot week of June.
How does this fit with automatic renewal disclosure rules?
The sixty day stage is where those duties land. Federal law and several state statutes govern how a recurring charge on a consumer card must be disclosed, reminded, and cancelled. This runbook builds the reminder and the record keeping into the sequence, but check your own state requirements and have your agreement language reviewed.
Can I use this alongside SeasonTuneUp rather than instead of it?
That is how most shops use it. The runbook is the sequence and the standard, and SeasonTuneUp is what surfaces the expiring list, tracks the notice dates, and turns a yes into a booked tune-up slot. The checklist stays useful as the training document for whoever takes over the renewal work.
The runbook runs easier when the list builds itself
Four stages, ninety days, one anniversary month at a time is the right sequence whether you work it on paper or on a screen. The tedious half is pulling the expiring agreements, checking cards and filter sizes, and logging every notice date you sent. SeasonTuneUp does that pull and keeps the callback dates in front of whoever owns renewals. Ask for a demo and we will run one anniversary month of your own book through all four stages.