Mortgage Renewal Automation in Canada: The Complete System

Industry data is consistent: a Canadian mortgage broker who doesn't run a structured renewal system retains roughly 45–55% of clients through their five-year renewal. The other half renew with their bank, usually because the bank sent a one-page letter at 90 days and the broker sent nothing. The client takes the path of least resistance.

Brokers who run automated renewal sequences hit 80–90% retention consistently. The difference isn't intelligence or effort — it's the system. Banks have one because they automate everything. Brokers without a CRM-driven sequence are bringing a phone to a software fight.

The sequence starts the day a deal funds, not 120 days before renewal. The first four years are about staying relevant. The last 120 days are about converting.

Year 0 (funding day)

Welcome and 5-year retention promise email. Set the expectation that you'll be in touch every year and that you'll handle the renewal.

Year 1 anniversary

'How's the mortgage treating you?' email. Invite to rate-watch list. One personal touch — call or video message.

Year 2 anniversary

Property value check-in. Refer-a-friend program reminder. If Bank of Canada rates have moved meaningfully, send a scenario comparison.

Year 3 anniversary

Refinance scenarios. Would early-renewal pencil out? Are there better lenders today than at funding? Personal call recommended.

Year 4 anniversary

12-month renewal preview. Manage expectations. Share the rate outlook based on current Bank of Canada signalling.

Day -120 (renewal window opens)

'Your renewal is coming. Here's exactly what happens.' Email with a one-click scenario request and a calendar booking link.

Day -90

Rate snapshot vs the client's current contract. Show the dollar impact monthly and over the term.

Day -60

Broker is alerted to call the client. Scenario is staged in the client portal. Renewal offer drafting begins.

Day -30

Final renewal offer presented in the client portal. E-sign-ready. Client can accept or schedule a call.

Day 0 (renewal date)

Funded. Commission tracked. New 60-month countdown begins. Loop restarts.

1. Choose a CRM with native renewal automation (Broki ships this out of the box; in most other CRMs you build it manually).
2. Connect your LOS (Velocity, Finmo, Filogix Expert) so funded deals flow in automatically.
3. Edit the email templates to match your brand voice.
4. Confirm the timing offsets match your preference (most brokers stick with the defaults).
5. Import your existing book via CSV. The system back-fills the renewal countdown from each deal's funding date.
6. Set who gets the day -60 internal alert (you, your assistant, or a team lead).

Year 1 anniversary

Hi [First Name], it's been a year since we closed on [property address]. Just checking in — everything still smooth with the payments? If you'd like a quick property-value update or want to be on my rate-watch list (I email when something meaningful changes), reply 'rate watch' and I'll add you.

Day -120

Hi [First Name], your mortgage renewal window opens in about four months. Here's what to expect: I'll send you rate snapshots at 90 and 60 days, prepare 2–3 options from different lenders, and present the final offer for e-sign at the 30-day mark. If you'd like to talk earlier, here's my calendar: [link].

Day -30

Hi [First Name], your renewal offer is ready. I've compared options from [X lenders] and the strongest one gives you [rate] saving you $[monthly] vs your current payment. The full breakdown is in your client portal: [link]. You can e-sign directly or book a call.

Even at half the assumed retention lift, the math is overwhelming.

• Only starting at 90 days. By then the bank is already in the inbox.
• Generic emails with no rate context or scenario math.
• Not branding the emails — they look like spam.
• Forgetting to update the calendar link when you change scheduling tools.
• Letting the day -60 alert go to nobody.
• Treating renewal as a separate workflow from origination — it should be the same CRM.