SayPro Monthly January SCMR-5 SayPro Monthly Classified Renewal Reminders: Send reminders for ad renewals by SayPro Classified Office under SayPro Marketing Royalty SCMR
Renewal Reminder Schedule – SayPro Monthly January SCMR-5
Document Title:
SayPro Monthly Classified Renewal Reminders – SCMR-5
Document Type:
Internal Administrative Schedule – Marketing Royalty (SCMR)
Prepared By:
SayPro Classified Office
Department: SayPro Marketing Royalty
Effective Date: January [Current Year]
Review Period: Monthly
1. Purpose
This document outlines the official schedule and required actions for sending out renewal reminder emails or messages to specific advertisers whose classified ads are due to expire. It ensures timely renewals, continuity of advertisement listings, and revenue retention for SayPro’s classified platforms.
2. Scope
This schedule applies to all SayPro employees under the SayPro Classified Office responsible for managing advertiser communications and renewals within the SayPro Marketing Royalty SCMR Division, specifically focusing on Monthly January reminders.
3. Key Definitions
- SCMR-5: SayPro Classified Monthly Renewal Reminder Schedule (January Edition)
- Advertiser: An individual or organization that has posted a paid classified advertisement on SayPro platforms.
- Reminder Email/Message: An automated or manual communication sent to the advertiser regarding the upcoming expiration of their classified ad.
- Ad Expiry Date: The date when the classified ad is scheduled to expire unless renewed.
4. Reminder Schedule Overview
| Ad Expiry Range | Reminder 1 (Initial) | Reminder 2 (Follow-up) | Reminder 3 (Final) | Responsible Party |
|---|---|---|---|---|
| 1st – 7th January | 27th December (Previous Year) | 2nd January | 5th January | SayPro Classified Officer 1 |
| 8th – 15th January | 2nd January | 7th January | 10th January | SayPro Classified Officer 2 |
| 16th – 23rd January | 7th January | 12th January | 15th January | SayPro Classified Officer 3 |
| 24th – 31st January | 12th January | 17th January | 20th January | SayPro Classified Officer 4 |
5. Communication Methodology
- Primary Channel: Email (via SayPro CRM system)
- Secondary Channel: SMS or WhatsApp (if email bounce is detected or if advertiser prefers mobile contact)
- Template Use: Pre-approved SayPro Reminder Templates must be used. Personalization with the advertiser’s name and ad title is required.
- Tone: Professional, friendly, and informative.
6. Documents Required from SayPro Employees
All employees involved in the SCMR-5 schedule must complete and submit the following:
| Document | Responsible Employee | Due Date | Submission Location |
|---|---|---|---|
| Classified Renewal Contact Log (SCMR-5-Log) | Each assigned officer | Weekly every Friday | SayPro Internal Shared Drive → SCMR-5 |
| Reminder Delivery Confirmation Screenshot | Each assigned officer | Day of reminder sent | Attached to SCMR-5 Log |
| Non-Response Follow-up Report (if applicable) | Officer or Supervisor | Within 2 days of final reminder | SayPro Internal Shared Drive |
| Monthly Summary Report (SCMR-5-Monthly) | SCMR Team Lead | 31st January | Submitted to SayPro Marketing Royalty |
7. Escalation Protocol
If a high-value ad is not renewed after the third reminder:
- Notify SayPro Classified Supervisor within 24 hours
- Supervisor to escalate to SayPro Advertiser Relationship Team
- A personal phone call or tailored offer may be provided to the advertiser
8. Quality Control & Audit
- Random checks will be conducted on 10% of the reminders to ensure compliance with the timing, message quality, and documentation.
- SCMR Audit Logs must be maintained for each month and stored securely for 12 months.
9. Final Notes
- The SCMR-5 January Schedule is part of the overall SayPro Classified Annual Renewal Strategy.
- All employees must adhere to GDPR/Data Protection policies when contacting advertisers.
- Feedback from advertisers (positive or complaints) must be logged in the SayPro Advertiser Feedback Register.
Approved by:
SayPro Marketing Royalty Director
Date: [Insert Date]
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