How to Set Up Gas Boiler Service Reminders (+ Free Letter Template)
A fifth of UK households (22%) don’t have their boiler serviced annually. In other words, the average heating businesses will have hundreds of customers due for a service, many of whom may only need a simple reminder.
Not only do boiler service reminders keep your customers safe and legally covered (in the case of landlords), but they keep your business top of mind when they’re most in need of a gas engineer.
In this guide, we’ll show you how to set up reminders that turn one-off jobs into repeat business, build stronger customer relationships, and give you a steady flow of easy, profitable work.
Every time you send a reminder,
you earn an average of £23 in work*
*On average, every 3 reminders sent by Gas Engineer Software turns into a job worth ~£78.
Ways to Send Boiler or Gas Safety Check Reminders
There’s more than one way to remind your customers that their boiler or gas safety check is due.
1. Use Gas Engineer Software (Automatic Reminders)
The easiest and most reliable option is to use a gas safety check reminder app like Gas Engineer Software.
The software can automatically send reminder emails (or provide you with pre-formatted letters) to customers before their next service is due — no admin, no missed jobs, and no chasing.
You can also set up SMS reminders through the software, as not all customers check their inbox thoroughly or regularly.
2. Send Email Reminders Manually
Some businesses still send gas safety service reminders manually.
While this approach still looks professional and can get you extra repeat business, it’s a lot of admin work and customers can be easily forgotten about or accidentally missed.
3. Post Printed Letters
For those customers who may not have or use an email, a letter through the door is still a good option. A printed gas safety check customer reminder letter can look professional and help reach those who don’t use email often.
It takes a bit more effort, but it shows great customer care.
Why Customers Appreciate Service Reminders
Reminders aren’t just good for your business — they genuinely help your customers too:
- Homeowners forget. Life’s busy, and most people don’t track when their boiler was last serviced. A simple reminder shows you’re organised and looking out for them.
- Landlords must stay compliant. They’re legally required to have an in-date Gas Safety Certificate every 12 months, so your reminder helps them meet that duty.
- Efficiency matters. A serviced boiler runs smoother and uses less energy — saving customers money on their bills.
A quick, timely message can make you the engineer they rely on year after year.
Gas Boiler Service Reminder Letter Template
Here’s a ready-to-use gas boiler service reminder letter template you can copy, paste, and personalise for your customers.
For Homeowners:
Subject: Your annual boiler service is due soon
Hi [Customer Name],
Just a quick reminder that your annual boiler service is due around [Service Due Date].
Regular servicing helps keep your boiler running efficiently and safely — and can catch small issues before they turn into expensive repairs.
If you’d like to book your service, simply reply to this email or call us on [Your Phone Number].
We’ll arrange a convenient time to visit and make sure everything’s in top condition for the year ahead.
Thanks again for choosing [Your Company Name].
We look forward to seeing you soon.
Kind regards,
[Your Name]
[Your Company Name]
For Landlords:
Subject: The Gas Safety Check at [Property Address] is due soon
Hi [Customer Name],
Just a quick reminder that the annual gas safety check for [Property Address] is due around [Service Due Date].
Having an in-date gas safety certificate is a legal requirement for tenanted properties — and the check can catch small issues before they turn into expensive repairs.
If you’d like to book the check, simply reply to this email or call us on [Your Phone Number].
We’re happy to arrange a convenient time to visit and make sure everything’s in top condition for the year ahead.
Thanks again for choosing [Your Company Name].
We look forward to seeing you soon.
Kind regards,
[Your Name]
[Your Company Name]
Boiler Service Reminder SMS Template
Hi [First Name], your annual boiler service is due. Keeping it up to date helps prevent breakdowns and keeps your home safe.
Reply to this message or call [Phone Number] to book your service. — [Your Company Name]
The Easiest Way: Automate Boiler Reminders with Gas Engineer Software
Tracking every service or safety check due date manually is a huge task, especially if you’re a sole trader trying to juggle work on the tools.
Here’s how to set up automatic gas safety service reminders in just a few minutes:
-
- Start a free trial – Sign up for free and explore the system.
- Add your customers and job addresses – Keep everything organised in one place.
- Add their boiler service due date – Or complete a gas safety certificate/service sheet, and the date will be saved automatically.
- Customise your reminder template – Your gas boiler service reminder emails can say whatever you like. Just because they’re automated doesn’t mean they can’t sound like you!
- Let the software send reminders automatically – Sit back while Gas Engineer Software emails (or sends SMS) reminders to your customers when their next service is due.
It’s a professional, stress-free way to build loyalty and never miss another renewal.