---
id: KB-CF-012
url: https://app.codecontract.io/help/use-cases-by-capability/the-annual-renewal-for-everyone-at-once
idioma: en
categoria: casos-por-funcionalidad
audiencia: usuario
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CF-001, KB-CF-004]
citadoPor: [KB-CO-017, KB-CC-015, KB-TL-023]
---

# The annual renewal for everyone at once

_Two hundred suppliers renewing in January. How to do it without losing the month._

**Responde a:** renewing documentation for all suppliers · annual documentation campaign · requesting certificates from everyone at once · bulk document renewal

Many companies concentrate document renewal into one month: January, the start of the financial year, or the framework contract anniversary. It is a brutal spike of repetitive work that takes two afternoons done well, and eats the month done one by one.

## How to approach it

1. **Pull the list of what expires and when** — Before sending anything. What is already current is left alone.
2. **Group by what you are asking for** — Not everyone needs the same: a haulier and an accountancy firm do not share a list.
3. **Launch each group in one go** — One send per group, not one per supplier.
4. **And leave the chasing on automatic** — That is where the real work was: the reminders, not the first send.

> [!IMPORTANT]
> The step that saves money is the third: sending the same thing to two hundred counts as **one action**, not two hundred. Renewing one by one pays per send and spends the time as well.

## What to check before starting

| Check | Why |
| --- | --- |
| That contacts are alive | Half the failures are addresses of people who left |
| That the document list is current | Asking for last year's forces a second round |
| That there is margin before expiry | Four weeks, not four days |
| And who reviews what arrives | If undecided, it will pile up unreviewed |

> [!WARNING]
> The last is the forgotten one. Launching the campaign is easy; the hard part is someone looking at two hundred replies. If nobody has that slot in their diary, you will have the documents and still not know whether they are any good.

## What to do about non-responders

**En corto**

- After three reminders it stops being a chasing problem and becomes a decision.
- That decision — block, escalate, accept the risk — is yours and is best written down.
- And whoever fails to respond two years running is probably no longer a supplier.

> [!NOTE]
> Spreading renewal across the year by contract date rather than by calendar removes the spike entirely. It costs once and pays every year after.

**Can I stagger it by groups?**

Yes, and for very large lists it is better: the review is spread too.

**What if someone replies with questions?**

Answer in the same thread; it stays in their file rather than in a loose email.

**How much does it consume?**

One send per group plus reminders. The same work as doing a single one.

## Ejemplos

**A company spends three weeks every January renewing supplier documentation.**

- Groups by what is requested and launches four sends
- Leaves reminders on automatic and shares out the review

→ Closes the campaign in two afternoons and the following year spreads it by contract date.

**The annual renewal of two hundred suppliers happens in January, by hand and by email.**

- Launches the same process to all at once
- Excludes those who renewed another way
- Checks progress per supplier rather than per inbox

→ The campaign is prepared in an afternoon and by February you know exactly who is missing.

**It launches in August and a third reply.**

- Picks the date against the sector's calendar

→ Response rates rise without changing anything else.

**Everything is requested again even though half is still valid.**

- Requests only what expires or has changed

→ The supplier delivers sooner because less is asked.

**The campaign ends with thirty still outstanding.**

- Sets an escalation or closing criterion

→ The campaign genuinely finishes.

**The following year everything is rebuilt from scratch.**

- Saves the campaign as a template

→ The second renewal costs a fraction.