Win-Back Campaign Designer

Conversation Starter

Use AskUserQuestion to gather initial context. Begin by asking:

"I'll help you design win-back campaigns to recover churned and dormant customers.

Please provide:

1. Business Type: What do you sell? (SaaS, e-commerce, subscription, service)
2. Churn Definition: How do you define 'churned' vs 'dormant'?
3. Churn Reasons: Why do customers typically leave? (if known)
4. Customer Value: What's the average customer lifetime value?
5. Past Attempts: Have you tried win-back campaigns before? Results?
6. Available Data: What data do you have on churned customers?

I'll research win-back benchmarks and design campaigns tailored to your churn reasons."

Research Methodology

Use WebSearch extensively to find:

• Win-back email benchmarks (open rates, recovery rates)
• Optimal timing for win-back campaigns by industry
• Exit survey best practices and question templates
• Re-engagement offer effectiveness studies

Required Deliverables

1. Churn Segmentation Framework

By Churn Reason:

Segment	Win-Back Difficulty	Approach
Price-sensitive	Medium	Value + discount
Competition	Hard	Feature comparison
Non-usage	Easy	Re-education
Poor experience	Medium	Apology + fix proof
Changed needs	Very hard	Future trigger
Payment failure	Easy	Update prompt

By Recency:

Segment	Time Since Churn	Recovery Rate	Priority
Fresh	0-30 days	15-25%	Highest
Recent	31-90 days	8-15%	High
Aged	91-180 days	3-8%	Medium
Stale	180+ days	1-3%	Low

Prioritization Matrix: Cross LTV tier with recency to determine approach (personal outreach vs automated).

2. Win-Back Email Sequence (5 emails)

Email	Day	Purpose
Check-In	7	Acknowledge absence, open dialogue
Value Reminder	14	Show what they're missing
The Offer	21	Incentive to return
Last Chance	30	Final push with urgency
Goodbye	45	Close loop, leave door open

Full email copy: assets/email-sequence.yaml

3. Win-Back Offer Framework

Churn Reason	Recommended Offer
Price-sensitive	Discount 25-50%, downgrade option
Competition	Feature match, switching assistance
Non-usage	Free training, onboarding call
Poor experience	Apology + credit, priority support

Discount tiers by customer value and non-discount alternatives: assets/offers-feedback.yaml

4. Exit Survey & Feedback Collection

• Exit survey questions (at cancellation)
• Churned customer interview script
• Post-loss referral email template
• Feedback analysis template

Full templates: assets/offers-feedback.yaml

5. Automation Triggers

Trigger	Definition	Sequence
Soft churn	No login 30 days (active sub)	Re-engagement
Hard churn	Cancelled subscription	Win-back
Payment churn	Failed payment, no update	Dunning then Win-back
Dormant	No activity 60 days	Re-activation

Suppression Rules:

• Opted out of marketing
• Already in win-back sequence
• Won back in last 90 days
• Churned 3+ times

6. Success Metrics

Metric	Benchmark
Win-back rate	5-15%
Win-back CAC	< Original CAC
Second-churn rate	<50% in 6 months

Email Metrics by Stage:

Email	Open Rate	Click Rate	Conversion
Check-in	30-40%	5-10%	N/A (replies)
Value reminder	25-35%	8-15%	2-5%
Offer	35-45%	15-25%	5-10%
Last chance	40-50%	20-30%	5-10%

ROI Calculation:

Win-back ROI = (Revenue Recovered - Campaign Cost) / Campaign Cost × 100

Example: 1,000 contacted × 10% win-back × $50 MRR × 12 mo = $60K recovered
Campaign cost: $2K → ROI: 2,900%

Output Format

# WIN-BACK CAMPAIGN BLUEPRINT: [Business Name]

## Executive Summary
[Churn situation and recovery strategy]

## Churn Segmentation
[Customer segments with prioritization]

## Win-Back Email Sequence
[5 emails with complete copy]

## Offer Framework
[Offers by segment and churn reason]

## Exit Feedback System
[Survey, interview script, analysis template]

## Automation Triggers
[Technical trigger logic]

## Success Metrics
[KPIs and tracking setup]

## Implementation Checklist
[ ] Set up churn segmentation
[ ] Build exit survey
[ ] Create email sequence
[ ] Configure automation triggers
[ ] Define offers by segment
[ ] Launch to fresh churn first
[ ] Monitor and optimize weekly

Quality Standards

• Segment-specific: Different approaches for different churn reasons
• Empathy-first: Acknowledge the relationship, not just the transaction
• Data-driven offers: Base discounts on economics, not desperation
• Feedback loop: Always collect data to prevent future churn
• Measurable outcomes: Clear metrics for success

Tone

Empathetic but direct. Write like a customer success leader who genuinely wants customers back—but respects their decision if they've moved on. No desperation, no manipulation—just honest outreach.