A chimney sweep can fill the fall calendar by saving each customer's service date and messaging them a year later with a booking link, so past customers book before heating season crowds the schedule. NFPA 211 calls for chimneys, fireplaces, and vents to be inspected at least once a year, and GoHighLevel can send the reminder to every customer without the owner opening a spreadsheet. The bottom line: the standard gives you a reason to call, and a date field gives you the timing. If it is late September and you have not messaged last year's customers, start this week.
What the standard says
NFPA 211 is the standard for chimneys, fireplaces, vents, and solid fuel burning appliances. Chimney companies quote its section 14.2.1 as calling for chimneys, fireplaces, and vents to be inspected at least once a year for soundness, freedom from deposits, and correct clearances, with cleaning, maintenance, and repairs done if necessary. They say it applies to wood, gas, pellet, and oil systems, and that even an unused chimney can develop problems from moisture, animals, or settling.
One chimney company adds a distinction worth putting in your messages: an inspection is a diagnostic visit, not a cleaning, although the two are usually scheduled together. It also notes that NFPA 211 is a standard, not a statewide legal mandate, and that any obligation on a property may come from the local authority, an insurance policy, or a real estate transaction. A chimney inspection guide says NFPA 211 defines three inspection levels, and that a Level 1 inspection each year is typically enough for a well maintained system. Heavy wood burners may benefit from an additional mid season check on creosote, according to one company.
The reminder schedule
| Timing | Message | Owner |
|---|---|---|
| 45 days before the anniversary of the last service | Invitation with a booking link and a note that the annual inspection is due | Automatic |
| 30 days before | Reminder to customers who have not booked | Automatic |
| 14 days before | Call task for the office | Office |
The 45 day start is our recommendation, so the message arrives before the fall rush. Because customers are serviced at different times of year, each customer gets the message a year after their own last visit.
Build it in GoHighLevel
- Create a date field called Next annual inspection. At each visit, set it to one year from the service date.
- Create tags for the fuel type, such as wood, gas, and pellet, and a tag for heavy wood burner.
- In Automation, create a new workflow and add the Custom Date Reminder trigger.
- Select Next annual inspection and add Before Number of Days set to 45.
- Add Send SMS and Send Email actions with your booking link.
- Add a Goal Event for a booked appointment so booked customers skip the reminders, and test it on a test contact.
- Publish, then build the 30 and 14 day workflows, with an Add Task action in the 14 day workflow.
- For customers tagged heavy wood burner, build a separate workflow for a mid season check.
- For your list of last year's customers who have no date yet, use a bulk edit to set the field from your service records.
Text to send
Hi [first name], it is [company]. Your chimney inspection at [address] is due. Annual inspections check the flue for damage and deposits before you light the first fire. Choose a time here: [booking link].
What the workload looks like
For example, if you have 800 customers on annual inspections, that is about 15 due dates a week across the year (800 divided by 52 is 15.4). If 70 percent of customers ask for a fall visit, that is 560 customers competing for about ten weeks, or 56 a week. That is why the reminder has to reach customers before the busiest weeks, not during them.
Mistakes to avoid
- Calling it a sweep only. An inspection is a diagnostic visit. Say what you will check.
- Overstating the law. NFPA 211 is a standard. Say it calls for annual inspection, and do not claim every state requires it.
- Ignoring fuel type. The standard covers gas and oil as well as wood, so do not send wood only messages to everyone.
- Not updating the date. Set the next date at every visit or the cycle stops.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Homeowners often list one spouse's number, so confirm who books service before you text. This is general information, not legal advice.
Questions people ask
Is an annual chimney inspection legally required?
NFPA 211 calls for it, but one chimney company notes it is a standard, not a statewide mandate. Local rules, insurers, and home sales may require it.
Is an inspection the same as a sweep?
No. An inspection is a diagnostic visit that checks soundness, deposits, and clearances. A sweep removes deposits.
Which inspection level do most customers need?
One inspection guide says a Level 1 inspection each year is typically enough for a well maintained system, and that Level 2 is common when buying a home.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.