Send a thank you and check in after a retainer ends
A retainer follow-up automation covers a cancellation note, a next-day thank-you email, and a 30-day check-in sequence.
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A retainer ends, the subscription gets cancelled, and the relationship can go quiet without anyone ever learning why. This automation starts at “Subscription is cancelled” and handles the follow-up, so a quick thank-you and a later check-in don’t depend on somebody remembering.
The flow starts by asking for a short note on why the client left, then waits a day before sending a thank-you that also asks for feedback. A second wait runs for 30 days, and then the automation sends a “just checking in” message a month later, so the client gets space but the door stays open.
- Trigger Starts when Subscription is cancelled, so the sequence runs at the moment the retainer ends.
- Cancellation note Captures why the client left, so the reason sits alongside the subscription instead of living in someone’s memory.
- Next-day email Waits one day, then sends a thank-you message that asks for feedback while the work is still fresh.
- 30-day wait Holds for 30 days before the follow-up goes out, so the check-in doesn’t land too soon.
- Month-later check-in Sends a final check-in message a month later, which you tailor to the kind of retainer you run.
The automation needs an email address on the subscription, and every step runs inside Plutio with no third-party account. You keep the timing, change the wording of the two emails, and run the same sequence each time a retainer is cancelled.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
Every step, in order
Plutio runs these 5 steps top to bottom, from the trigger through each action and condition. Every one arrives configured and stays editable. The automation is added as a draft, so it sends nothing until you turn it on.
Starts: When Subscription is cancelled
- Write down why they left
- Wait a day
- Thank them and ask why
- Wait 30 days
- Check in a month later
What happens when you install it
- This automation is copied into your workspace with all 5 steps already configured.
- It arrives as a draft, so nothing runs until you turn it on.
- Every step stays editable, so the wording, the timing and the conditions all change before or after you activate it.
Who it is for
Retainer-based freelancers and studios who need a consistent offboarding follow-up when a subscription is cancelled.
Questions about this automation template
What do you say when a client cancels a retainer?
A cancellation message usually thanks them for the work, keeps the tone friendly, and asks for one clear reason they chose to leave. The automation includes a thank-you email that asks why, plus a later check-in so the conversation can restart.
Should you ask why a client ended the retainer?
Asking once is normal, as long as the question stays short and optional. The automation records why they left and then sends a thank-you email that asks for feedback the next day.
When should you follow up after a retainer ends?
A next-day message catches the moment while it’s still recent, and a later check-in gives space. This automation waits a day to send the first email, then waits 30 days before a month-later check-in.
How do you check in with an old client after a month?
A month-later check-in usually stays light, references the past work, and asks if anything new needs a hand. The automation sends that check-in after a 30-day wait, and you edit the wording to match your services.
What triggers the follow-up sequence when a subscription ends?
The trigger is “Subscription is cancelled.” Once that happens, the automation runs the note step, waits a day for the thank-you email, then waits 30 days for the check-in.
What do you need for a cancellation follow-up automation to run?
The automation needs an email address on the subscription so it can send the messages. Every step runs inside Plutio, and no third-party account is required.
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