5 Email Templates For Personalized Auto Repair Shop Service Follow-up

This article was originally published in March 2016—and while the tools have evolved, the message remains timeless: every employee at an auto repair shop is a salesperson. Waiting for the schedule to fill up or the phone to ring is a passive approach that leads to missed opportunities and complacency. Today’s communication toolbox includes email, text messaging, and even old-school phone calls—still one of the most effective ways to grab a customer’s attention. And don’t underestimate the impact of a well-written, personalized letter in the mail—it still works.

Email might seem old-school—but when done right, it’s a simple and powerful tool to bring customers back into your bays.

Below are five high-performing templates every shop should have in rotation. These messages help you stay top of mind and reactivate dormant customers.

If you're running a busy shop, think of these like your service writers having pre-written scripts that keep your customer pipeline warm—even when you’re under the hood.

Simple customer follow-up is the best way to increase car count. In parallel, nurturing your customers results in more repeat business, referrals, and reviews.


Template 1: Service Reminders - Outstanding Recommendations

Subject: [Customer Name], your vehicle has outstanding service needs.

Body: Hi [Customer Name],

Just a quick reminder—we noted a few services during your last visit that weren’t addressed at the time. We want to help you be proactive with your vehicle care.

Here’s a recap:

[Insert technician notes or services]

If you have any questions or would like to book a follow-up, we’re here to help. You can schedule online or give us a call. We are happy to prioritize your vehicle service and repair needs.

Regular vehicle service—even just twice a year—can cut your long‑term vehicle ownership costs by up to 40%, by preventing expensive repairs before they happen and maintaining peak performance

Thanks for trusting us with your vehicle,
– The [Shop Name] Team

P.S. Did you know we offer vehicle service and repair financing options?


Template 2: Intermediate Check-Up: Seasonal or Mileage-Based

Subject: [Customer Name], Time flies! Your vehicle might be due for a check-up.

Body: Hi [Customer Name],

We recommend an intermediate service every six months or every 5,000 miles—whichever comes first. Based on your last visit, you might be due soon.

Staying on top of these smaller visits can help prevent bigger issues down the road. They help us save you money over the life of the vehicle with proactive service. 

Here’s what one of our customers recently said after getting a reminder like this:

“I totally forgot I’d put off a repair. The reminder came at the perfect time. Got it taken care of, and now I’ve got peace of mind knowing my car’s road-trip ready.” – Happy Customer

Click here to schedule or call us to chat about what’s due.
– [Shop Name]


Template 3: Reactivation: Customers You Haven’t Seen in a While

Subject: [Customer Name], it’s been a while. Let’s catch up.

Body: Hi [Customer Name],

We noticed it’s been some time since your last visit. Whether your vehicle’s been running great or life just got busy, we’d love to see you again.

Our team is here to make your next visit easy and convenient. Let us know how we can help. 

Even if you are not due for service, a quick vehicle inspection can help you plan for upcoming service needs.

Book online or call us today,
– [Shop Name]


Template 4: New Lead Follow-Up: Don’t Let Opportunities Go Cold

Subject: [Customer Name], Let’s get your vehicle taken care of

Body: Hi [Customer Name],

Thanks for reaching out to [Shop Name]! We wanted to follow up on your recent inquiry. If you're still looking to schedule an appointment, we’d love to get you on the calendar.

Let us know if you have any questions, or go ahead and book your appointment online.

Best,
– [Shop Name] Team

P.S. Our customers will give you  [Google Review Count] reasons to trust us as your neighborhood garage.


Template 5: Referral Request: Tap Into Word-of-Mouth Trust

Subject: [Customer Name], Know someone who needs a shop they can trust?

Body: Hi [Customer Name],

We really appreciate your business—it’s customers like you that make our shop the best in town.

If you know a friend, neighbor, or coworker who needs a shop they can count on, we’d love the referral. Whether it’s regular maintenance or a sudden repair, we’ll treat them with the same honesty and care we bring to every visit.

Referrals are the biggest compliment you can give us—and they help our shop continue to grow right here in the community.

Thanks for spreading the word,
– [Shop Name]

Generic emails blasted from a CRM might check a box—but they rarely move the needle. The most effective messages come from real humans who understand the customer's vehicle history, needs, and timing. Service advisors shouldn’t just wait for the phone to ring—they should act like proactive sales drivers, not passive order takers. Every personalized follow-up is an opportunity to earn trust, increase car count, and turn one-time customers into loyal advocates.

We're here to help you grow your auto shop—ethically, strategically, and with tools that actually work. Connect with our team of auto shop marketing pro's.