Some work has a genuine maintenance or inspection cycle, but there is no universal interval for every system or property. A reminder is useful only when it is accurate, relevant and welcome.
Base the timing on reliable information
Use the manufacturer's instructions, the agreed service plan or qualified professional advice for the particular product or installation. Do not invent an annual check requirement to generate repeat work. Be clear if a reminder is a courtesy rather than a legal requirement or guarantee of safety.
Keep the message specific
Identify your business, state why you are contacting the customer and describe the optional next step. Avoid urgent language unless a real, evidenced safety issue exists. Do not suggest that a reminder or visit replaces required checks by a qualified person.
Check permissions and records
Before sending a marketing reminder, check the applicable privacy and electronic marketing rules. The ICO explains direct marketing and electronic communications in its guidance for organisations. Keep the contact list secure, record relevant preferences and promptly respect opt-outs.
If you cannot verify that a reminder is appropriate, do not send it. A well-written handover at the end of a job may be more useful than adding customers to a recurring message list. Read our guide to respectful follow-up.