Software Maintenance Contract Renewal Notifications using Multi-phase Reminders

Abstract

The research study focused on developing an integrated maintenance contract management system with multi-phase customer notification capabilities to facilitate timely contract renewals. By implementing a centralized platform that sends automated alerts at three strategic intervals (30 days, 15 days, and 7 days before expiration), the system achieved a 39.39% overall renewal rate from 33 expiring contracts, successfully renewing 13 contracts. Analysis of the phased notification approach revealed progressively effective results: the initial 30-day alert secured 7 renewals from 17 contracts (41.18%), the 15-day follow-up converted 4 of 10 remaining contracts (40%), and the final 7-day reminder yielded 2 renewals from 6 contracts (33.33%), cumulatively reaching 76.47% of potential renewals. Performance varied significantly across client companies, with Company 1 demonstrating perfect renewal compliance (100% for 3 contracts), Company 4 achieving 66.67% success, Companies 2 and 5 maintaining moderate 33.33% rates, and Company 3 trailing at 22.22%. Although the multi-stage notification strategy substantially improved renewal opportunities, the 23.53% non-renewal rate suggests the need for further analysis of contract terms and customer responsiveness to optimize future retention strategies.