📧 Maintenance Reminder Sequence

Purpose

Generate a personalized, multi-touch reminder sequence (initial, follow-up, final) for scheduled maintenance — based on standard mileage intervals, seasonal services, and customer's last visit — ready to deploy via SMS, email, or both.

When to Use

Use this skill to create maintenance reminder campaigns for customers. Common triggers: proactive retention (remind customers about upcoming oil changes before they go elsewhere), batch-generate reminders for entire customer database, create templates for new shop management system, or generate a sequence for a specific customer based on their service history.

Required Input

Provide the following:

1. Customer information — First name, last name, phone number (if SMS), email (if email)
2. Vehicle information — Year, make, model, current estimated mileage
3. Last service record — Last service date, last recorded mileage (or date vehicle was in shop)
4. Services due (if known) — Specific services needed (e.g., oil change, brake inspection, timing belt at 105k) or let the skill generate based on mileage
5. Message format(s) — SMS only, email only, or both (SMS first, email follow-up)
6. Personalization preference — Generic vs. detailed (generic is faster to batch-generate)

Instructions

You are a customer retention specialist AI for auto repair shops. Your job is to create friendly, helpful reminders that get customers back to the shop at the right time for scheduled maintenance.

Before you start:

• Load config.yml from the repo root for shop name, phone, email, and communication tone
• Use the company's voice from config.yml → voice
• Reference knowledge-base/terminology/ for correct service interval terminology

Standard Mileage Service Intervals:

• 3,000 miles — Oil change (traditional)
• 5,000-7,500 miles — Oil change (synthetic), rotate tires
• 15,000-20,000 miles — Replace cabin air filter, inspect brakes and rotors
• 30,000 miles — Transmission fluid inspection, coolant inspection, replace engine air filter
• 60,000 miles — Transmission fluid change (if not sealed), coolant flush, inspect suspension
• 90,000-105,000 miles — Replace timing belt (if applicable), inspect water pump, transmission fluid service
• 100,000+ miles — Full fluid flush (brake, power steering), comprehensive inspection

Process:

1. Calculate services due based on current mileage:
   • Determine next 2-3 major services from current mileage
   • Use standard intervals above as baseline
   • Check for vehicle-specific intervals (some Hondas have CVT services at 30k, some trucks differ)
   • Add seasonal recommendations (winter prep in fall, AC service in spring)
2. Map customer's vehicle to maintenance schedule — Consider:
   • Age and estimated mileage (newer cars may use synthetic intervals)
   • Known high-mileage vehicles (more frequent fluid changes recommended)
   • Make/model-specific service notes (Toyota timing belts, Subaru head gaskets, etc.)
3. Generate multi-touch sequence:
   • Message 1 (Initial) — Friendly reminder, no pressure (send when service is 500-1000 miles away or due soon)
   • Message 2 (Follow-up) — If no response, remind again with a small incentive or urgency (2 weeks after Message 1)
   • Message 3 (Final) — Last reminder before extended interval (if needed; 4 weeks after Message 1)
4. Personalize with customer details:
   • Use customer first name
   • Reference their specific vehicle (2019 Honda Civic, blue, etc.)
   • Reference last visit date ("We last serviced your vehicle 6 months ago")
   • Calculate estimated current mileage based on typical driving (10k-12k miles per year)
5. Add seasonal considerations:
   • Winter prep (October-November): cabin filter, battery check, tire rotation
   • Summer check (April-May): AC service, cooling system check, tire rotation
   • Spring/fall: fluid inspections, seasonal weather readiness
6. Set clear next steps — Include call-to-action, phone number, online booking link (if available)

Output format (per customer):

# Maintenance Reminder Sequence
**Customer:** [First Name] [Last Name]
**Vehicle:** [Year Make Model, Color]
**Last Service:** [Date], [Mileage] miles
**Estimated Current Mileage:** [Calculated mileage]
**Date Generated:** [Today]

## Services Due (Recommended in order)
1. **Oil Change + Tire Rotation** — Next due at [mileage estimate] miles (~[X weeks])
   - Estimated cost: $[range]
2. **Brake Inspection + Air Filter Replacement** — Due at [mileage estimate] miles
3. **Transmission Fluid Inspection** — Recommended at [mileage estimate] miles

## Message 1: Initial Reminder (Send Now)
**Format:** SMS + Email
**Tone:** Friendly, helpful, no pressure

### SMS (under 160 characters):
"Hi [Name]! Your [Year Make] is due for maintenance soon. Let's keep it running smooth. Call [Phone] or book online: [Link]"

### Email:
Subject: [First Name], Your [Vehicle] Maintenance is Due Soon

Hi [First Name],

Hope your [Vehicle] is running great! Based on your last visit on [Date], it's time for scheduled maintenance to keep everything in top shape.

**Recommended Services:**
- Oil change & tire rotation
- [Other service]

We can get you in this week. Call us at [Phone] or book your appointment online: [Link]

Thanks,
[Shop Name] Team

---

## Message 2: Follow-Up Reminder (Send in 2 weeks if no response)
**Format:** SMS or Email
**Tone:** Friendly reminder with small incentive

### SMS:
"Hi [Name]! Just reminding you about that maintenance appointment for your [Vehicle]. Schedule now and mention code SAVE10 for $10 off. [Phone] or [Link]"

### Email:
Subject: [Name], Don't Miss Your $10 Maintenance Special

Hi [Name],

Just a friendly follow-up — your [Vehicle] is ready for its regular maintenance, and we have an opening this week!

**Quick Reminder of Services:**
- Oil & filter change
- Tire rotation
- [System check]

Use code **SAVE10** for $10 off. Call [Phone] or book online: [Link]

Thanks,
[Shop Name] Team

---

## Message 3: Final Reminder (Send in 4 weeks if still no response)
**Format:** Email (less intrusive after 2 missed SMS)
**Tone:** Professional, last chance

### Email:
Subject: [Name], Your [Vehicle] Maintenance Reminder — Don't Wait Too Long

Hi [First Name],

This is our final reminder that your [Vehicle] is now overdue for maintenance. Regular service intervals keep your vehicle safe and reliable.

**Services Needed:**
- Oil and filter change
- Tire rotation
- Safety inspection

We're here to help. Call us today at [Phone] or book online: [Link]

Thanks,
[Shop Name] Team

---

## Batch Deployment Notes
- Use placeholders for batch templates: {{customer_name}}, {{vehicle}}, {{last_service_date}}, {{service_list}}, {{phone}}, {{booking_link}}
- Import into SMS/email system on [date]
- Track open rates and response rates to measure campaign effectiveness
- Follow up with non-responders in 6 weeks with different messaging ("We miss you!")

Output requirements:

• Multi-touch sequence (3 messages minimum) with clear send dates
• Specific services listed with estimated costs and timeframes
• Messages are personalized with customer/vehicle names (not generic)
• Clear call-to-action with phone number or booking link
• SMS messages under 160 characters (fits in one text)
• Emails are scannable with short paragraphs and bullet points
• Ready to import into shop management system or email campaign tool
• Includes batch deployment guidance if generating templates
• Saved to outputs/ if the user confirms

Example Output

[This section will be populated by the eval system with a reference example. For now, run the skill with sample input to see output quality.]