Short answer: Send AC tune-up reminders in early spring and furnace reminders in early fall, before the busy season, and only to customers who agreed in writing to get marketing texts from you. Keep each one short: who you are, what’s due, two times to book, and how to opt out.
When to send them
ENERGY STAR tells homeowners to have the cooling system checked in spring and the heating system in fall, because contractors are busy once summer and winter arrive, and suggests timing check-ups with the clock changes (ENERGY STAR). Your reminders can follow the same calendar:
- Spring: AC tune-ups, a few weeks before the first hot spell in your area.
- Fall: furnace and heat pump tune-ups, before the first cold nights.
- Maintenance plan members: when their visit is due under the agreement.
Get consent before you text
A reminder that offers a paid tune-up is marketing. For marketing texts sent by automated systems, FCC rules require prior express written consent: a signed agreement, electronic signatures included, that names the phone number and says the customer doesn’t have to agree in order to buy (47 CFR 64.1200).
- Add a clearly worded consent line to your booking form, invoice or maintenance agreement, and keep a record of who agreed and when.
- Have a lawyer check the wording once; some states add their own rules.
- Use email for customers who haven’t agreed to texts.
See Can you text a customer who called you? for where the line between a reply and marketing sits.
Reminder texts you can copy
Spring AC tune-up
Hi Paul, it's [Business]. Your AC is due for its spring tune-up before the heat hits. We have Tuesday 9-11 or Thursday 1-3 open. Reply 1 or 2 to book. Reply STOP to opt out.
Fall furnace tune-up
Hi Paul, it's [Business]. Time for your furnace check before the cold nights. Want Monday 8-10 or Wednesday 2-4? Reply 1 or 2. Reply STOP to opt out.
Plan member visit due
Hi Paul, your maintenance plan visit is due this month. Reply with a day that suits you and we'll confirm a time. Reply STOP to opt out.
One reminder later
Hi Paul, one more note from [Business] about your tune-up. Reply any time and we'll find a slot. Reply STOP to opt out.
A schedule that fills the calendar
List customers who agreed to texts
Everyone else goes on the email list.
Send in batches by area
So bookings land on the same routes.
Send one follow-up at most
About a week later, to those who didn’t reply.
Stop when they reply, book or opt out
A STOP to a reminder ends all marketing texts to that number. Log it so nobody sends another.
Questions
When should HVAC companies send maintenance reminders?
Early spring for cooling and early fall for heating, before the busy season. ENERGY STAR gives homeowners the same advice (ENERGY STAR).
Do I need permission to send tune-up reminder texts?
Yes. A reminder that sells a tune-up is marketing, so automated texts need prior express written consent (47 CFR 64.1200). This is general information, not legal advice.
How we handle it
Maintenance reminders are an add-on, sent only to customers who agreed to hear from you, with email for everyone else.