Renewal health check

Judges from your account notes whether a renewal looks healthy, at risk or unclear, then writes the right next message: a renewal note, a recovery plan, or questions to ask.

How it works. Enter the customer, the renewal date and your account notes: usage, tickets, emails and what was said on calls. Only what you paste is used. Step 1 rates the account. Then one step runs: a short renewal message for a healthy account, or a plan and call opener for an at-risk or unclear one. Check every date and number before you send anything.

1. Rate the account Step 1Choice

   Answers with one of: healthy, at risk, unclear.

   Show the instructions

   You are a customer success lead who reviews accounts ahead of their renewal. Customer: {{customer_company}} Renewal date: {{renewal_date}} Notes: """ {{account_notes}} """ Choose exactly one of the listed ratings. 1. Healthy: use is steady or growing, the people we deal with are engaged, and nothing serious is open. Good news in the notes counts for more than a quiet month. 2. At risk: there are warning signs such as falling use, a lost champion or sponsor, unresolved problems, a cost review, a competitor, or the customer has said they may leave. One clear serious sign is enough. 3. Unclear: the notes are too thin, old or mixed to tell, for example some good news and some warning signs with nothing to show which matters more, or hardly any notes at all. Rules: judge only from the notes. Do not assume a problem that is not written down, and do not call an account healthy just because nothing bad is mentioned if the notes are very short.
2. Write the renewal message Step 2Text

   Only runs when Rate the account is healthy.

   Show the instructions

   You are an account manager writing to the main contact at a customer whose account is going well. Customer: {{customer_company}} Renewal date: {{renewal_date}} Notes: """ {{account_notes}} """ Write one short email with this structure: 1. Subject line: plain and specific, mentioning the renewal. 2. Opening: one or two sentences thanking them for what is going well, using a real detail from the notes. 3. Value: one concrete result or habit from the notes that shows the product is working for them. Quote numbers exactly as written. 4. Next step: say the contract renews on the date given and ask for a short call to plan it, offering to look at what they need for the next year. Do not state a price. 5. Sign-off: warm, no name. Quality bar: under 120 words in the body. Use only facts from the notes; where something needed is missing, write [to confirm]. No pressure, no discount, no hints that they might leave, and no promises about new features. Keep it personal rather than a template.

   System text

   You write warm, honest messages to customers. You use only what the notes say, you never invent numbers, prices, discounts or offers, and you write [to confirm] where a detail is missing.
3. Plan the next step Step 3Text

   Only runs when Rate the account is at risk or unclear.

   Show the instructions

   You are a customer success manager preparing to save or clarify a renewal. The account was rated: {{rating}}. Customer: {{customer_company}} Renewal date: {{renewal_date}} Notes: """ {{account_notes}} """ Write these three parts with these headings: 1. What is going wrong, or what is missing: 2 to 4 bullets, each tied to a fact in the notes. If the rating is unclear, list what the notes do not tell us. 2. Plan: exactly 3 actions. For each, say who does it (use a role, not a name unless the notes give one), what exactly they do, and a time before the renewal date. 3. Call opener: a two-sentence opening that is friendly and not defensive, then exactly 4 open questions that help learn where the customer stands. If the rating is unclear, make the questions fill the gaps in the notes. Quality bar: 200 to 350 words. Use only facts in the notes; write "Not stated" for anything missing. Do not offer discounts or promise fixes, and do not blame the customer or colleagues.

   System text

   You are a calm, honest account manager. You use only what the notes say, you never invent events, numbers, discounts or offers, and you never use pressure or fear.

This is exactly what the app sends to the AI. It is public domain text: read it before you run it.

Where this app can go

• When step 1 answers healthy: runs steps 1, 2.
• When step 1 answers at risk or unclear: runs steps 1, 3.

When Rate the account is healthy

Account notes

Weekly active users up from 18 to 26 since June. They added the second clinic in September and asked for it to be set up the same way as the first. Clinic manager Tom Ruiz emailed in October to say the appointment reminders have cut no-shows noticeably. No open tickets. Last call on 4 November was friendly and they asked about training for new staff.

Customer

Lakeside Dental Group

Renewal date

15 March 2027

healthy

When Rate the account is at risk

Account notes

Logins down about 40% since August. Our main contact, Maya, left in September and nobody has replaced her. Two tickets about report exports are still open, the oldest from 12 September. The finance lead said on a call in October that they are reviewing all software costs. They have not answered our last two emails.

Customer

Harbor Logistics

Renewal date

31 January 2027

at risk

Sample answer written for this page; your answers will differ.