How to inform the client that they are out of term


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HOW TO INFORM THE CLIENT THAT THEY ARE OUT OF TERM

EXAMPLE

Dear Sir or Madam,

(YOUR COMPANY NAME) account representatives are available to speak with you at (PHONE NUMBER) or (EMAIL ADDRESS) about options for renewing or upgrading your services.

If you do not renew your services by (END DATE OF CONTRACT) or if they remain out of term, this letter serves as notice that effective (END DATE OF CONTRACT), such services will go month-to-month at the rates set forth below.

Table of services at the end of term and the old/new rate:

(PROVIDE SERVICES)

Yours faithfully,
(YOUR NAME)


EXAMPLE

Dear Mr./Ms. (LAST NAME),

My name is (YOUR NAME) and I’m managing your account with (YOUR COMPANY NAME).

I’m writing to inform you that your services with us are out of term and now they are a subject to a price increase. To lock in your current rate would you like to be provided with a quote to re-term the services for further 12, 24 or 36 months?

Please feel free to contact me if you need more information.

Best regards,
(YOUR NAME)

EXAMPLE

Hello (NAME),

My name is (YOUR NAME) and I am managing your account at (COMPANY NAME).

I am writing this email in order to inform you that the services that you have with us are out of term. Consequently, your monthly charge was automatically increased by 20% due to non-renewing your contract.

I am also attaching the Service Order for the price increase to this email.

However, a renewal of your service will be a cost-saving step for your company.

Moreover, if you decide to renew for 24 or 36 months, discount options can be provided.

Please confirm if you are interested in continuing your services with (YOUR COMPANY).

I am looking forward to your email, so we can proceed further in the process!

Yours sincerely,
(YOUR NAME)

EXAMPLE

Dear Valued Customer,

Since your contract is out of term, I am in the position of providing you with some options for having a monthly charge which is considerably lower than your current one.

I am attaching a file where all of your services are listed. Please take a look at it and let me know which of them you would like to renew.

As per our previous communication, I would like to give you an option for making a bulk renewal of all of the services that you are interested in.

Discount options will be applied as follows:

For renewal for 24 months, we can give you a discount of 5/10/15% on your monthly charge of the services you want to keep.

A renewal for 36 months will decrease your monthly charge by 10/15/20% of the total MRR of the services that you continue.

I am looking forward to your reply!

Sincerely,
(YOUR NAME)

EXAMPLE

Dear (NAME),

Firstly, let me introduce myself!

My name is (YOUR NAME) and I am managing your (YOUR COMPANY NAME) account.

The purpose of this email is to inform you that your service is out of term and has already received a 10% price increase (you can find the notice attached).

If you are interested to renew IT for a 24- or 36-months term, we can manage to decrease your monthly charge.

I hope that the information above is useful and I’m looking forward to your reply.

If you change your mind you can count on me for assistance.

Best wishes,
(YOUR NAME)

EXAMPLE

Good Afternoon Mr./Ms. (LAST NAME),

Your service terms on the location listed below have already expired and since (CONTRACT END DATE)  you are running on a month-to-month basis with increased price.

(SERVICE NAME AND DETAILS)

In order to lock in your monthly rate, I would propose to prepare a quote for renewal and present it to you.

Please have in mind that for 24+ months of commitment, I will be in a position to provide you with further discounts and lower your monthly charge.

Please let me know if you are not the relevant person for my inquiry and let me know who would be the best person to speak to within your organization?

Thank you for your attention and I look forward to receiving your feedback!

Sincerely,
(YOUR NAME)

EXAMPLE

Hi (NAME),

Your service terms with (YOUR COMPANY NAME), for your products/ services, have already expired, and since (CONTRACT END DATE)  you are running on a month-to-month basis with increased price.

I would really appreciate it if you point me who is the correct person within your company with whom I can discuss the current situation.

Regards,
(YOUR NAME)

EXAMPLE

Hello (NAME),

I would like to take this opportunity to discuss further the services that you have in place. Reviewing your account, I have noticed that the initial term of your services has expired. Please have in mind that as per (YOUR COMPANY NAME) terms and conditions, all out of term services are subject to a price increase if not renewed. In this relation, would you like to be provided with a quote for a renewal? This way I can lock-in your monthly charge and avoid any price increase.

Please review the options below (PROVIDE TABLE WITH NEW OPTIONS) and let me know which one suits you best.

Kind Regards,
(YOUR NAME)

EXAMPLE

Dear Customer,

The purpose of my email today is your existing service with (YOUR COMPANY NAME).

Reviewing your account, I have noticed that the contract term of service ID: (NUMBER OF THE SERVICE) has recently expired.

As per (YOUR COMPANY NAME) terms and conditions, services that are out of term are subject to price increase with approx. 10-15 % on top of the current monthly charge.

In order to lock in your monthly rate and avoid any price increase, I would propose to prepare a quote for renewal and present it to you. Please have in mind that for 12+ months of commitment, I will be in a position to provide you with further discounts and lower your monthly charge.

Please let me know if you are not the relevant person for my inquiry and let me know who would be the best person to speak to within your organization?

Sincerely,
(YOUR NAME)

EXAMPLE

Dear (NAME),

Since you are out of contract, I will be more than happy to quote for renewals.

In that way, we are locking and guarantee the current rate and avoiding a price increase.

Could you please let me know if I should proceed with a purchase order or if you might have any additional service requirements.

Regards,
(YOUR NAME)

EXAMPLE

Good Day,

My name is (YOUR NAME) and I am managing your account. I am more than happy to welcome you as our valued customer.

The purpose of my email today is to review your existing service with (YOUR COMPANY).

Going through your account I noticed that those service IDs:

(SERVICE NUMBERS)

are currently out of term.

According to the (YOUR COMPANY NAME) company policy services that are running on a monthly rolling basis are subject to a price increase with up to 20% applicable to the current monthly charge.

Therefore, I would like to extend our proposal to renew the mentioned services above for 12, 24, or 36-months term – that way we are locking and guarantee the current rate and avoiding a price increase.

Please let me know your thoughts on this or if you might have additional service requirements or questions.

If this email does not refer to you, I would kindly ask you to forward it to your responsible colleague.

Yours sincerely,
(YOUR NAME)

EXAMPLE

Dear Customer,


Thank you for giving (YOUR COMPANY NAME) the opportunity to meet your communications and networking/software/business needs, we appreciate the opportunity to serve your account. We are writing today as you have services with (YOUR COMPANY NAME) that have reached the end of their term.

(YOUR COMPANY NAME) account representatives are available to speak with you at 1-111-111-1111 or (EMAIL ADDRESS) about options for renewing or upgrading your services. If you do not renew your services by (END OF CONTRACT) or if they remain out of term, this letter serves as notice that effective (END OF CONTRACT), such services will go month-to-month at the rates set forth below.

Table of services at the end of term and the old/new rate:

(PLEASE PROVIDE SERVICE WITH THE OLD AND NEW RATE)

Sincerely,
(YOUR NAME)

EXAMPLE

Hello (NAME),

My name is (YOUR NAME) and I am currently managing your (YOUR COMPANY NAME) account.

I am reaching out to you today as I would like to connect and engage with regard to the services that you have in place. I have reviewed your account and saw that the initial term of your services has expired. In this relation, I would like to propose to you to renew your services and to avoid the standard 15% increase in the monthly cost as per (YOUR COMPANY NAME) terms and conditions. I am also keen to understand if you are satisfied with the provided services and capacities and if they cover your business demands. I will be available to discuss upgrade options in need of such.

For your reference, I attach a file with the out-of-term services that I am looking to review.

I look forward to hearing back from you in anticipation.

Best wishes,
(YOUR NAME)

EXAMPLE

Dear Valued Customer,

I am reaching out to you today as I would like to connect and engage with regards to the service that you have in place. I have reviewed your account and saw that the initial term of your service has expired. In this relation, I would like to propose to you to renew your services and to avoid the standard 15% increase in the monthly cost as per (YOUR COMPANY) terms and conditions. I am also keen to understand if you are satisfied with the provided service and capacity and if it covers your business demands. I will be available to discuss upgrade options in need of such.

The service I talk about is (SERVICE NAME). Its term expired in (DATE OF EXPIRATION). I can provide you with further details of the service whether you need them. -I look forward to connecting with you and establishing a prosperous business relationship.

Sincerely yours,
(YOUR NAME)

EXAMPLE

Hi (NAME),

Your services with us are Out-Of-Term from (DATE) and now they are on a Month-to-Month basis.

Being said that, you can receive a price increase, which will be between 20%-30%.

In order to avoid increasing prices, I can offer you our contract renewal offers, with which you can get additional discount prices on your services.

Regards,
(YOUR NAME)

EXAMPLE

Hello (NAME),

I am writing to inform you that you have received a price increase on your services due to the fact that they are Out-Of-Term from (CONTRACT END DATE).

In order to remove these increased prices, I can offer you our contract renewal offers, with which you can get additional discount prices on your services.

You can renew your contract with us for 12, 24, or 36 months.

If you have interest in our additional discount prices, I will be happy if you send me an email back.

If it will be more convenient for you, we can speak via phone.

Thank you,
(YOUR NAME)

EXAMPLE

Good Morning (NAME),

The purpose of my email today is to review your existing service with (YOUR COMPANY NAME).

Going through your account I noticed that service is currently out of term.

According to the (YOUR COMPANY NAME) company policy services that are running on a monthly rolling basis are subject to a price increase with up to 20 % applicable to the current monthly charge.

However, (YOUR COMPANY NAME) can provide you with a further discount of the price up to 15 % if you agree to sign a contract for 12,24 or 36 months.

If this email does not refer to you, I would kindly ask you to forward it to your responsible colleague.

I will call you again tomorrow at 10 am in order to tell me about your decision about re-terming. If the time is not suitable for you please inform me and we will reschedule it.

Sincerely,
(YOUR NAME)

how to inform the client that they are out of term
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