Prepare your MOT reminder spreadsheet

1. Use one row per vehicle

Add the registration, customer name, email and MOT due date. Phone numbers are optional for preparation.

Use registrations like AB12 CDE. Keep dates as YYYY-MM-DD in the file, so spreadsheet settings do not swap days and months.

The extra columns record email permission and when you checked the MOT date. They are preparation notes, not guaranteed upload fields.

Leave unknown details blank. Never fill a missing email address or permission record with a guess.

2. Check the MOT due date

Use the registration on GOV.UK’s MOT status checker to check when the current MOT expires.

Record the source and check date. Last year’s invoice may not show the current expiry if the vehicle was tested elsewhere.

If you cannot verify a date, mark it as unknown. Do not schedule reminders from an assumed anniversary.

3. Check permission before emailing

A reminder encouraging someone to book an MOT is likely marketing. A previous booking alone does not give permission.

For individual customers, you need valid consent or every condition of the products-and-services soft opt-in.

The soft opt-in covers your own similar services after a sale or sale discussion. Details must come directly from the customer.

You must have offered an opt-out when collecting those details, and in every message. Adding unsubscribe later cannot fix that omission.

Keep evidence of consent or the applicable soft opt-in. Check the ICO’s email marketing rules before sending. This guide is not legal advice.

4. Remove duplicates and respect opt-outs

Check repeated registrations and outdated contact details. Mark anyone who has opted out, and exclude them from reminder sends.

Keep a minimal suppression list so a later export does not add them back. Follow the ICO’s guidance on respecting preferences.

Store the file securely, restrict access and avoid unnecessary copies. Do not email a customer list to MOTnudge.