--- title: "Expiry Dates That Send Their Own Reminders" description: "Send contract, certificate and licence expiry reminders from any SharePoint list: to each owner 90, 60 and 30 days ahead, plus a weekly table for the team." url: https://www.virtosoftware.com/use-cases/expiration-renewal-reminders/ language: en-US last_modified: 2026-10-01T00:00:00+02:00 translations: de: https://www.virtosoftware.com/de/use-cases/expiration-renewal-reminders/index.md --- # Expiry Dates That Send Their Own Reminders Keep contracts, certificates and licences in a SharePoint list, and Virto Alerts & Reminder App emails each owner 90, 60 and 30 days before the end date — with one weekly table for the team lead. Available at: SharePoint Microsoft Teams Microsoft Azure Illustrative contract register: the end date of an office lease sets reminders 90, 60 and 30 days ahead, and the 30-day one is an email to the owner. Trusted by Industry Leaders Warner Bros. Disney Sony UC Berkeley Motorola Teck Resources US Treasury University of Pittsburgh NASA Stockholms Stad FedEx Zespri and over 8,000 businesses worldwide ## From a Date Column to a Reminder in the Right Inbox One SharePoint list and four rules: three reminders to the owner of each item and one weekly table for whoever answers for the register. The rule ### A reminder is a date field and a number of days #### Counted from your own date column Pick the list, the date field and how many days before or after it the email goes. Three rules on the same End date column cover the 90, 60 and 30-day marks. #### Only the items that still need a decision Conditions filter on the list's columns. Here contracts marked Not renewing are left out, so nobody is reminded about a contract that is already settled. #### Sent at the hour you set Each rule has its own send time, in the time zone chosen in the app settings. A new rule does not send on the day it is created, so set it up at least a day before the first date it should catch. ![Edit window of the reminder Contract ends in 30 days in Virto Alerts & Reminder App, Options section: Filter items set to Use condition(s) with Status not equal Not renewing; When To Send Alerts set to Send on date depending on a field value, field End date, the email will be sent Before 30 days; Send separate e-mail for each item ticked; send time 12:40, Pacific Time](https://www.virtosoftware.com/images/use-cases/expiration-renewal-reminders/rule-options.webp) Options of the 30-day reminder: contracts marked Not renewing are skipped, the email goes 30 days before End date, one message per contract. The recipients ### The owner named in the item gets the message #### Recipient from a column The To line is filled from the Owner column of each contract, so one rule serves every owner on the list. A group or a supervisor can be added in copy. #### The fields the decision needs The message carries the values of the item — counterparty, end date, annual value, auto-renewal — and a link back to it in SharePoint. #### Your wording, your sender name Subject, body and sender name are set in the rule. The header and footer — the Virto logo by default — can be replaced with your own. ![My alerts tab of Virto Alerts & Reminder App with four reminders on the Contracts list: Contract ends in 30 days, in 60 days and in 90 days, each with the recipient Owner and the schedule Send on date depending on a field value, and Contracts ending in the next 90 days with the recipient John Doe and the schedule Send a weekly summary](https://www.virtosoftware.com/images/use-cases/expiration-renewal-reminders/my-alerts.webp) My alerts: the three reminders go to whoever is in the Owner column of each contract; the weekly table goes to one named person. The weekly table ### One table a week for whoever answers for the register #### Everything ending in the next 90 days A fourth rule filters the list to items whose End date falls between today and today plus 90 days, and sends the result every Monday at the hour you set. #### One email, one table Eight contracts arrive as eight rows in one message — contract, counterparty, end date, owner, auto-renewal — instead of eight separate emails. #### A window that moves with the calendar The filter is counted from today's date, so next Monday's table drops the contracts that have ended and picks up the ones that have come within 90 days. ![Weekly email from Contract Register opened in Outlook: a table of eight contracts ending within the next 90 days, with the columns Contract, Counterparty, Ends, Owner and Auto-renewal; each contract name is a link to its item](https://www.virtosoftware.com/images/use-cases/expiration-renewal-reminders/weekly-table.webp) The Monday email: eight contracts ending in the next 90 days in one table, each name linked to its item in the list. ## Key benefits ### As many date rules as the register needs SharePoint's built-in rules allow two "a date approaches" rules on a list or library. The 90, 60 and 30-day reminders and the weekly table here are four rules on one list. ### Reminders for a team, not for one person Set a reminder in Microsoft Lists emails the person who set it. Here the recipient comes from a column of the item, with a group or a manager in copy. ### Any list with a date column Contracts, staff certificates, licences and permits, insurance policies, warranties, subscriptions — the rule reads a date field, whatever the list is about. ### Every rule in one place My alerts lists each rule with its list, recipients and schedule, and the Queue tab shows what has been sent and what is due to go next. ### The list stays where it is The register remains an ordinary SharePoint list in your Microsoft 365 tenant, with the permissions and version history it already has. ### Email first, Teams when it fits A rule can also post to a Microsoft Teams channel through a Workflows webhook. For a table with many columns, email is the format that keeps every column in view. ## Which reminder fits which register | Real-life scenario | Best fit | Why it works | | --- | --- | --- | | A contract register with a different owner on every row — Legal or procurement keeps the list; each contract has its own owner and end date. | Virto Alerts & Reminder App | One set of rules emails each owner 90, 60 and 30 days ahead, and the head of the function gets the weekly table of everything coming up. | | Staff certificates and mandatory training — HR tracks who holds which certificate and when it lapses. | Virto Alerts & Reminder App | The reminder goes to the employee named in the item, with HR in copy, a set number of days before the expiry date. | | Licences, permits, insurance policies and warranties — Facilities or operations keeps one row per site or asset. | Virto Alerts & Reminder App | One rule per notice period on the expiry column, and a weekly table that shows what is coming up across all sites. | | One person wants a reminder about one item | Set a reminder in Microsoft Lists | It is built in and takes a minute. It emails the person who set it, which suits a personal follow-up rather than a shared register. | | Drafting, approvals, signatures and versions of a contract | A contract lifecycle management system | Virto Alerts & Reminder App reminds people about dates kept in a list. Negotiation, sign-off and clause tracking stay in the system built for them. | ## Related products Explore how our set of productivity tools can transform your task management - [Virto Alerts & Reminder App](https://www.virtosoftware.com/microsoft-365/virto-alerts-and-reminders-app/): Email and Teams alerts when SharePoint list items change, and reminders before the dates they hold—one-off or recurring. - [Virto Notifications & Reminders App](https://www.virtosoftware.com/microsoft-teams/virto-notifications-reminders-app/): Elevate Microsoft Teams with an app for direct notifications and reminders, ensuring team alignment. - [Virto Notifications & Alerts Web Part](https://www.virtosoftware.com/sharepoint/sharepoint-alerts-and-reminders-web-part/): Craft alerts, reminders, or notifications for any user or group, with options for email, SMS, etc. ## Related use cases Discover our range of use cases to take your planning and coordination to another level ![Notifications Automation for Government](https://www.virtosoftware.com/images/use-cases/notifications-automation.webp) ### Notifications Automation for Government For government, legal and finance teams: Virto Alerts & Reminder App sends email and Teams reminders before the deadlines kept in your SharePoint lists and alerts owners when items change. ![Compliance & Regulatory Deadlines Calendar](https://www.virtosoftware.com/images/use-cases/compliance-regulatory-calendar-gov.webp) ### Compliance & Regulatory Deadlines Calendar Simplify compliance management with a Microsoft 365 calendar that centralizes deadline tracking, with email and Teams reminders from Virto Alerts & Reminder App. ![Corporate Training Calendar](https://www.virtosoftware.com/images/use-cases/corporate-training-calendar.webp) ### Corporate Training Calendar Overlay the training sessions list, room mailboxes and trainer calendars in one Microsoft 365 calendar, so L&D sees whether a session can happen at that time, in that room, with that trainer.