3 November 2026 · 4 min read
The reminder email you must send before charging a subscriber, with a template
Most subscription businesses already send some kind of renewal email. From 1 January 2027 it becomes a legal requirement with fixed content, fixed timing and a ban on mixing it with marketing. Here is what changes and a template you can adapt.
When you have to send one
For plans billed monthly or more often, before a renewal payment at least once in every six month period. For plans billed every six months, yearly or less often, before every renewal payment. On top of that, before the first full price payment after a free trial or introductory price, and before a renewal onto another 12 months or more.
Each reminder must go a reasonable time before the last day the customer can cancel and avoid the charge, and within the timing you promised at sign up. If you promised reminders 14 days before, 14 days before is the deadline you set yourself.
What it must say
- The amount of the payment and the date you will take it.
- The last day the customer can cancel to avoid that payment.
- How to cancel, with the online route where they joined online.
- Their rights, including any 14 day change of mind period that will open.
- For a trial or introductory price ending: the full price that applies from the next payment.
- For a renewal onto 12 months or more: the term they are renewing for and the total.
What it must not contain
Marketing. The reminder stands alone. Offers, new features, referral codes and upsells belong in a different email. The purpose has to be obvious from the subject line alone, so "Your monthly update" fails and "Reminder: your plan renews on 29 July for £29.99" passes.
It also must not be hidden inside a receipt or a newsletter, and it must be in writing in a form the customer can keep: email, text message, letter or a message they can save. A notification that disappears from an app is not enough.
The template
Replace the values in brackets from your billing data. The first block is the legally required wording and should not be edited beyond the values. Your branding wraps around it.
Subject: Reminder: your Gym Monthly renews on 29 July 2027 for £29.99
Your Gym Monthly membership renews on Thursday 29 July 2027. We will take £29.99 (including VAT) on that date using the card ending 4242.
To avoid this payment, cancel by 09:00 on 29 July 2027. You can cancel online in one step at [cancel link]. You do not need to call or email us.
Your membership continues month to month until you cancel. There is no minimum term. We send you a reminder like this one 14 days before a payment at least every six months.
This notice is sent under the UK subscription contracts rules. Questions: [support email].
Proving you sent it
A reminder you cannot prove is a reminder you did not send, as far as the regulator is concerned. Keep the message as sent, the time, the address, and the delivery confirmation from your email provider, in a record that cannot be edited. We store every email this way and can hand you the proof for any subscriber.
Use the date calculator to see the exact sending window for your plan, and the free check to make sure your sign up page promises the reminder timing you are about to keep.
This page explains the law in plain English. It is not legal advice. The detailed rules are still being finalised by the government.