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Renewal reminders 90, 60 and 30 days before an end date

We keep contracts in a SharePoint list: the counterparty, the owner, the end date, auto-renewal and a status. Each owner should hear about their own contract 90, 60 and 30 days before it ends, unless it is already marked as not renewing, and whoever answers for the register should get one table a week of everything ending soon. The same setup works for certificates, licences, permits, insurance policies and warranties. We will use the Virto Alerts & Reminder App.

The list

A Contracts list with the columns Contract (title), Counterparty, Owner (a person), End date, Auto-renewal, Annual value and Status, where one of the status values is Not renewing.

Step 1. The 30-day reminder

On the My alerts page, click Add reminder and choose the Contracts list. Then fill in the blocks of the reminder, as described in How to create a reminder:

  • Recipients: the Owner column, so one rule writes to every owner on the list. Add a group or a supervisor in copy if needed.
  • Message view: a subject such as “Contract ends in 30 days” and a body with the field values of the item: the contract as a link, the counterparty, the end date, the type, the annual value and auto-renewal.
  • Options: Use condition(s) with Status not equal Not renewing, so settled contracts are left out. Under When To Send Alerts, choose Send on date depending on a field value, field End date, Before 30 days, tick Send separate e-mail for each item and set the hour.

A new reminder does not send on the day it is created, so set it up at least a day before the first end date it should catch.

Step 2. The 60- and 90-day reminders

Repeat Step 1 with Before 60 days and Before 90 days. To save typing, save the first reminder to a file with Export at the bottom of the edit window and load it with Import when you create the next one; then change the number of days and the title.

Step 3. The weekly table

Create a fourth reminder on the same list for whoever answers for the register:

  • Options: Use condition(s) with End date less than [Today]+90, End date greater than [Today]+0 and Status not equal Not renewing. The values are counted from the day the email is sent, so next week’s table drops the contracts that have ended and picks up the ones that have come within 90 days. See Dates counted from today.
  • When To Send Alerts: Send a weekly summary, Monday, at the hour you choose.
  • Message view: one table with a header row (Contract, Counterparty, Ends, Owner, Auto-renewal) and a row of field values under it. See How to merge summary alerts in one alert with a table.

Eight contracts then arrive as eight rows of one email, each name linked to its item. The rows follow the order of the list, not the end date.

When something else fits better

One person who wants a reminder about one item can use the built-in reminder in Microsoft Lists, which emails the person who set it. Drafting, approvals, signatures and versions of a contract belong in a contract lifecycle management system: the app reminds people about dates kept in a list.

Updated on October 23, 2026