What reminder windows should I use for insurance certificates?

60, 30 and 7 days before expiry is a solid default in the UK. That gives the supplier time to renew, you time to chase and a final nudge before the certificate lapses.

How do I add the reminders to Outlook or Google Calendar?

Click 'Download .ics' below and open the file. Outlook and Google Calendar will import each reminder as a separate all-day event so nothing gets lost.

Does this account for weekends or public holidays?

No. This is a fixed offset calculator. If a reminder lands on a weekend, treat it as 'by then', not 'on the day'. Credbase's reminder engine handles working days automatically.

Which documents actually need expiry tracking?

Anything with a renewal cycle: insurance certificates, ISO certifications, PAT tests, DBS re-checks, CSCS cards, right-to-work follow-ups for time-limited visas and any client-mandated policy reviews.

Can I track expiry for many suppliers at once?

The free tool handles one at a time. A free Credbase profile tracks expiry for every document across every supplier, sends reminders on your behalf and flags what needs attention.

Free tool

Expiry reminder calculator

Turn a single expiry date into a set of calendar reminders and a ready-to-send renewal email for the supplier. Two minutes, no account.

Who this is for

Anyone tracking a handful of supplier certificates by hand
Ops and compliance leads who missed a lapse once and refuse to again
Contractors and vendors chasing their own renewals

Problem it solves

Insurance and certification lapses almost always come from a reminder that never got set. This turns one expiry date into 60, 30 and 7 day nudges plus a drafted request the supplier can act on today.

Document nameExpiry date

92 days left

Reminder windows

Your reminders

2026-08-3060 days before expiry
2026-09-2930 days before expiry
2026-10-227 days before expiry
2026-10-29Expiry date

Renewal request email

Optional fields below personalise the drafted email. Everything stays in your browser.

SupplierTheir contact nameYour name

Subject:Renewal needed: Public liability insurance (expires 2026-10-29)

Hi there,

Our records show your public liability insurance expires on 2026-10-29.

Please could you send across the renewed version before the current one expires? A PDF reply to this email is fine.

If the renewal is already in hand and you have an expected date, a quick note back is enough for now.

Many thanks,
[your name]

How it works

Step 1
Enter the details
Document name and expiry. Add the supplier contact if you want the renewal email personalised.
Step 2
Pick reminder windows
60, 30 and 7 days is a safe default. Add or remove as needed.
Step 3
Send the email, save the reminders
Copy the drafted renewal email into your inbox and drop the .ics into Outlook or Google Calendar.

Questions and answers

Where this tool stops

One reminder is easy. A hundred is a spreadsheet from hell.

An .ics file works for a single certificate - it won't help when you're juggling insurance, contracts and policies across every supplier or when a document is renewed and the date shifts.

Credbase reads the expiry date from the actual document, sets reminders automatically and chases the supplier for the renewal.

Automate every expiry in Credbase Back to all tools

This tool is a plain-English guide for teams handling third-party paperwork. It is not legal, insurance or compliance advice. Confirm specifics with the counterparty or your own adviser before you rely on any output.

Expiry reminder calculator

Who this is for and what it solves