ServiceTitan already tells you exactly when a job wraps up, when a membership is sold, or when an invoice goes unpaid — which makes it one of the richest data sources for triggering direct mail with real relevance to the customer's actual service history. This guide covers proven use cases for turning that job, membership, and appointment data into mail.
Ready-made presets to start from
Rather than building filters from scratch, LettrLabs ships a handful of presets built specifically around common ServiceTitan-driven campaigns:
Mail Around Recently Completed Jobs (Neighborhood Prospecting) — targets customers whose job completed within the last 30 days. Pair this with the Radius Mail action to also mail nearby neighbors, turning a single completed job into a local prospecting campaign.
Mail to One-Year Anniversary of Completed Job (Anniversary) — targets customers whose job completed roughly 355–365 days ago, a natural moment to reach out about a tune-up, inspection, or renewal before a competitor does.
Referral Request (Referrals) — targets customers whose job completed 30–60 days ago, once the work has had time to prove itself but is still fresh enough to ask for a referral.
Radius Mail for Completed Jobs (Winback) — targets completed jobs and mails the surrounding neighborhood, a good fit for winback-style campaigns after a visible job (a new roof, an outdoor unit) in a neighborhood.
Job-completion campaigns
The most common ServiceTitan use case is triggering mail directly off job completion. A few patterns that work well:
Thank-you / referral ask: mail a thank-you card 30-60 days after a completed job, asking for a referral or review while the work is still top of mind.
Neighborhood prospecting: use the Radius Mail action on recently completed jobs so a visible job (a driveway, a new HVAC unit, a roof) becomes a prospecting opportunity with the surrounding homes — filter by property type and homeowner status so you're reaching relevant neighbors.
Anniversary / maintenance reminders: target jobs completed close to a year ago to prompt a seasonal tune-up, inspection, or renewal conversation before the customer thinks to call a competitor.
Using membership and recurring-service data
If you sell maintenance plans or memberships through ServiceTitan, you can build conditions off membership status directly — for example, mailing customers with no active membership of a given type (a membership upsell), or customers whose recurring service history shows a lapsed plan (a win-back for a plan that wasn't renewed).
Invoice and estimate follow-up
Conditions are also available on estimates and invoices — for example, customers with a sold estimate but no invoice yet, or an unpaid invoice past its due date. Use these carefully: an unpaid-invoice mailer reads very differently from a marketing postcard, so make sure the template and copy match the intent before activating a condition like this.
Narrowing further with filters
Any preset or custom condition set can be narrowed further — by job type, business unit, technician, tags, city/state/zip, or job value — so you're not mailing every completed job company-wide, just the segment that matters (e.g., only completed roofing jobs over a certain value, not every service call).
Mind the daily lag
Because ServiceTitan data import and automation evaluation both run on a daily schedule rather than in real time, build in a buffer rather than expecting same-day mail after a job closes. A "job completed" condition, for instance, will typically pick up matching jobs within a day of ServiceTitan marking them complete — factor that into any time-sensitive campaign (like a same-week thank-you card).
Radius Mail specifics
When using Mail to Recipients around an Address, LettrLabs mails around the customer's most recent job/service address, not their billing address — useful when those differ (e.g., a property manager or a rental). You control recipients-per-address, property type (all / single-family / multi-family), and homeowner status (all / homeowner / renter), plus optional household income, length-of-residency, year-built, and home-value filters to keep the neighboring recipient list relevant.
Want help mapping your ServiceTitan job types and campaigns to a mail strategy? Reach out to our team — we're happy to help design a campaign around your specific service mix.