Google Calendar MOT Reminders: Step-by-Step Setup

Most garage owners already use Google Calendar in some form. Maybe it is pinned to a browser tab, maybe it syncs to your phone, or maybe your receptionist keeps it open all day to track bookings. Either way, it is the tool you know.

The problem is that Google Calendar was built for personal scheduling, not for sending reminders to customers. It can ping your phone before your next meeting, but it cannot text a customer to let them know their MOT is due next week. That is where a simple integration changes everything.

This guide walks you through setting up automatic MOT reminders using Google Calendar and Remindlo's SMS integration, so your customers get a text when their MOT is approaching and you do not have to lift a finger.

Why Google Calendar Works Well for MOT Tracking

Before we get into the setup, it is worth understanding why Google Calendar is actually a solid starting point for MOT reminders. Unlike full garage management systems that cost hundreds per month and take weeks to learn, Google Calendar is free, familiar, and flexible.

For a small garage handling a few hundred MOTs per year, you do not need a complex database. You need a simple way to record when each customer's MOT is due and a reliable way to remind them. Google Calendar handles the first part. Connecting it to an SMS tool handles the second.

The key advantages are straightforward. There is no software to install or learn because you already use it. It syncs across devices so you can add entries from your phone in the workshop. Multiple staff members can share and edit the same calendar. And it connects to SMS reminder tools through a direct integration, no complicated setup required.

What You Will Need

Setting up Google Calendar MOT reminders takes about 15 minutes. Here is what you need before you start:

A Google account (personal or Google Workspace both work), a Remindlo account with the Google Calendar add-on installed from the Google Workspace Marketplace, and your customer list with mobile numbers and MOT due dates. That is it.

If you already have customer MOT dates in a spreadsheet, you will be able to import them. If you are starting fresh, you can add them as you go.

Step-by-Step: Setting Up MOT Reminders

Step 1: Create a Dedicated MOT Reminder Calendar

Do not mix MOT reminders with your personal appointments or workshop bookings. Create a separate calendar specifically for MOT due dates.

In Google Calendar, click the plus icon next to "Other calendars" on the left sidebar. Select "Create new calendar" and name it something clear like "MOT Reminders" or "Customer MOT Due Dates". Set the timezone to London (GMT/BST) and click "Create calendar".

Having a dedicated calendar keeps things clean. You can toggle it on and off without affecting your other schedules, and it makes the SMS integration much simpler because you can point Remindlo at just this one calendar.

Step 2: Add Customer MOT Due Dates

For each customer, create an all-day event on the date their MOT is due. Use a consistent format for the event title so the system can work with it. A good format is the customer name followed by their vehicle registration, something like "John Smith AB12 CDE".

In the event description or location field, add the customer's mobile number. This is the number Remindlo will use to send the SMS reminder.

If you have a spreadsheet of customers with MOT due dates, you can import them in bulk using Google Calendar's CSV import feature. Create a CSV file with columns for Subject, Start Date, and Description (where you put the phone number), then import it via Settings, then Import & Export.

Step 3: Connect Google Calendar to Remindlo

Install the Remindlo add-on from the Google Workspace Marketplace and connect it to your Google account. In your Remindlo dashboard, navigate to the integrations section and select Google Calendar.

For a detailed walkthrough of the connection process with screenshots, see our Google Calendar integration guide.

Once connected, Remindlo will automatically scan your calendar for upcoming events and queue SMS reminders based on your settings.

Step 4: Customise Your MOT Reminder Message

A good MOT reminder text is short, personal, and includes everything the customer needs. Here is a template that works well:

"Hi [Name], your MOT is due on [Date]. Book now to avoid driving without a valid certificate. Call us on [your number] or reply to this text. [Your Garage Name]"

Keep it under 160 characters if possible to avoid splitting into multiple SMS messages. Include your garage name so the customer knows who is texting them, and give them a clear way to respond.

You can also set up a follow-up message for customers who have not booked a few days after the first reminder. Something simple like: "Just a reminder, your MOT is due in [X] days. We have slots available this week. Call [number] to book. [Garage Name]"

Step 5: Set Your Reminder Timing

Timing matters more than you might think. Send a reminder too early and the customer forgets. Send it too late and they have already gone elsewhere or worse, they are driving without a valid MOT.

Based on what works for UK garages, we recommend sending the first reminder four weeks before the MOT due date. This gives the customer enough time to plan without feeling rushed. A second reminder at one week before catches anyone who missed or ignored the first message. An optional third reminder on the day works as a final nudge for customers who tend to leave things to the last minute.

Remember, DVSA allows drivers to get their MOT up to one month before the due date without losing any time on the expiry. Mentioning this in your reminder can encourage early bookings.

Tips for Getting the Most Out of Your Setup

Once your system is running, a few habits will keep it working smoothly.

After every MOT, update the calendar entry for next year straight away. If you complete an MOT on 15 March 2026, create the reminder event for 15 March 2027 immediately. This way your reminder pipeline is always full and you never lose a customer to forgetfulness.

Use the event description field to add useful notes. Record the vehicle make and model, the mileage at last MOT, or whether the customer also needs a service. This information can help you personalise reminders and upsell related services.

Review your calendar monthly to catch any entries with missing phone numbers or incorrect dates. A few minutes of housekeeping prevents reminders from going to the wrong place or not going out at all.

The real benefit: customers who come back without being chased

The fundamental problem for MOT stations isn't the test itself. It's that customers forget, or they don't get around to booking until after their test has expired, at which point they might go to whichever garage has availability rather than coming back to you.

The average MOT testing station loses a significant portion of its customer base each year simply because customers don't remember when their test is due. That's not a quality problem or a pricing problem. It's a communication problem.

An SMS reminder four weeks before the due date solves this almost entirely. The customer gets a text, thinks "oh right, my MOT is due," and either calls to book or replies to the message. The reminder creates the action. Without it, nothing happens until the customer notices the date on their windscreen, gets pulled over, or sees an ad for another garage.

Garages using automated MOT reminders typically see a 30-40% improvement in customer return rates. At an average MOT test price of £40-55, bringing back even 10 additional customers per month represents £400-550 in recovered revenue, not counting the service, repair, and advisory work that often follows an MOT visit.

How this differs from other approaches

You might have considered other ways to send MOT reminders. Here's how the Google Calendar + Remindlo approach compares.

Paper diary or spreadsheet tracking. Many garages still use a wall planner or Excel sheet to track MOT due dates. This works until it doesn't. Someone forgets to check the sheet, a customer falls through the cracks, or the person responsible is on holiday. Automated reminders don't take holidays, don't forget, and don't need someone to manually send each message.

Full garage management software (Autowork Online, TechMan, etc.). These platforms offer MOT reminders as part of a comprehensive garage management suite. They're powerful but expensive (typically £100-300+ per month) and come with a steep learning curve. If you already use one and it handles reminders well, you may not need a separate tool. If you don't, or if your current system doesn't include SMS capabilities, adding Remindlo to your existing Google Calendar workflow is a fraction of the cost and takes minutes rather than weeks to set up.

Zapier or Make automation. You could build a custom workflow that connects Google Calendar to Twilio for SMS delivery. This requires accounts on multiple platforms, API configuration, and ongoing maintenance. For a technically minded owner, it works. For most garage operators, a purpose-built tool is simpler and more reliable.

DVSA reminder service. The DVSA operates its own free MOT reminder service for vehicle owners. However, these reminders come from the DVSA, not from your garage. They remind the customer to get an MOT, but they don't direct them to you. By sending your own branded reminder, you're the first garage the customer thinks of when the notification arrives.

For a detailed comparison of dedicated MOT reminder tools, see our guide to the 5 best MOT reminder systems for UK garages.

SMS templates that work for MOT reminders

Getting the message right matters. Here are templates that MOT stations find effective.

Four weeks before due date: "Hi {first_name}, your MOT is due on {next_due_at}. Book early to get a time that suits you. Call us on [phone] or reply BOOK. - {business_name}"

One week before due date: "{first_name}, your MOT expires in 7 days ({next_due_at}). Don't risk driving without a valid test. Call [phone] to book. - {business_name}"

Day of expiry (if not yet booked): "Your MOT expires today. It's illegal to drive without a valid MOT (except to a pre-booked test). Call [phone] now. - {business_name}"

Post-test follow-up (for retention): "Thanks for choosing {business_name} for your MOT. We'll remind you when your next test is due. If you need a service in the meantime, call [phone]."

For more SMS templates tailored to MOT stations, try our free MOT SMS Generator.

What About Larger Garages?

If you are processing hundreds of MOTs per month, manual calendar entry becomes impractical. In that case, Remindlo also offers a direct integration through the Google Calendar overview page where you can connect multiple calendars, set up rules based on event types, and manage everything from a single dashboard.

For very high volumes, the Remindlo API allows you to push MOT due dates directly from your existing garage management system into the reminder pipeline, bypassing Google Calendar entirely if needed.

Frequently Asked Questions

Can Google Calendar send SMS reminders to my customers?

Not on its own. Google Calendar only supports in-app notifications and email reminders for the calendar owner. To send SMS reminders to your customers, you need to connect Google Calendar to an SMS service like Remindlo. The integration reads your calendar events and sends text messages to the phone numbers you have stored in each event.

How far in advance should I send MOT reminders?

Four weeks before the due date is the sweet spot for the first reminder. Since drivers can get their MOT done up to a month early without losing any days on the new certificate, a four-week reminder gives customers the full window to book at their convenience. Follow up at one week if they have not responded.

Do I need to enter every customer manually?

Not necessarily. If you have a spreadsheet with customer names, phone numbers, and MOT due dates, you can import events into Google Calendar using its CSV import feature. Going forward, just add a new calendar entry after each MOT appointment for the following year's due date.

What if a customer rebooks their MOT early?

Simply update the calendar event to reflect the new MOT date for the following year. Remindlo will automatically adjust the reminder schedule based on the updated event. If the original reminder has not been sent yet, it will be cancelled and rescheduled.

Is this GDPR compliant?

Yes, as long as you have the customer's consent to send them text reminders. When customers give you their mobile number and agree to receive reminders, you have a legitimate basis for contacting them. Remindlo stores data securely and provides tools to manage opt-outs. We recommend adding a simple consent line to your paperwork, something like "We would like to text you when your next MOT is due. Tick here to agree."