PROVIDER OFFICE GUIDE · CONTENT UPDATED 2026-11-01

Aerobic Septic Contract Renewal Checklist

Review expiring contracts before they become a lapse. Keep the renewal workflow separate from the inspection and report clocks: a signed renewal, a completed visit and a delivered report are different records. Use the state rule references linked below and the terms of the actual contract.

1. Build an office review list

   Start with contract end dates and identify the person responsible for each renewal. Review contact information, system and permit references, the service scope and the current agreement. Schedule internal reminders early enough for the review and delivery steps your business needs; an office reminder is not itself a statutory deadline.

2. Prepare the proposed renewal

   Confirm the term, routine services, separately billed work and the price offered. Use the existing state-specific contract template as a reference for required clauses. Keep the proposed version separate from the signed version and record which one was returned. Do not assume a reply to a reminder completes the agreement.

3. Send a factual reminder

   Suggested editable reminder: “Your maintenance agreement for [property / permit] ends on [date]. Please review the proposed service term and contact [office contact] with any questions. Return the completed agreement using [your chosen method].” Replace every bracketed field and check the actual agreement before sending. This guide does not send reminders or collect payments.

4. Record completion and delivery separately

   After review, retain the signed agreement and update the recorded dates. Check the applicable rule and local process for any copy that must reach the permitting authority. Save evidence of that delivery separately. A document created or emailed by the office is not proof that a county accepted it.

5. Handle a lapse as its own process

   If the contract is not renewed, use the existing lapse-notice tool and the relevant state rule page. Do not apply the Texas notice period to North Carolina by analogy: the NC contract and its non-renewal terms matter. Keep a record of the reason, dates, reviewed notice and actual delivery evidence. Homeowner online payment and autopay are not part of this guide.

Not legal advice. Verify the permit, contract and local requirements. This guide does not submit records, send notices or charge a homeowner.