In March we re-sent a number of renewal emails that were not originally sent due to a systems error. As a result of this process those domain names affected had their suspension and cancellation dates adjusted to allow more time for the renewal process to run. The initial email notifications to registrants were sent out in a number of batches and the suspension and cancellation dates were adjusted accordingly.

For information the expiry date and resulting cancellation dates for those batches are shown in the table below.

Please note that domain names are cancelled at the end of the quoted date. They are then made available for re-registration at some point on the following day.

March 13 2009

We have identified a problem with the renewal emails issued to registrants since the changes to the renewals system were implemented on 4 February 2009.
 
If a domain name is not renewed by its expiry date (and the "renew-not-required" flag has not been set) the following reminder emails should be issued:

1. On expiry: we notify the registrant one day after expiry if we have not received a renewal request.
2. Suspension warning: sent 23 days after the expiry date to warn the registrant that the domain name will be suspended in seven days.
3. Suspension notice: sent 30 days after the expiry date to advise the registrant that the domain name has been suspended. 
4. Cancellation warning: sent 83 days after the expiry date to warn the registrant that the domain name will be cancelled in seven days.

Unfortunately due to a systems error the first two emails have not been issued since the new system was launched last month. This has now been fixed but we need to contact those registrants affected.

For those domain names affected we will:

• Restart the renewals clock, effectively extending the time given to renew the domain name before suspension and eventual cancellation
  
• Re-issue the first reminder on 13 March 2009
  

We recognise that this may be out of step with the renewals processes operated by some registrars and we apologise in advance for any inconvenience caused. However, we are concerned that we have a duty of care to the registrants involved.

We will start sending emails to registrants on 13 March 2009. There will be four email batches sent based on the renewal dates of the domains. The email will be sent to the registrants of all domain names due for renewal between 4 February 2009 and 9 March 2009 whose domain names have not yet been renewed and do not have the renew-not-required flag set.
 
We have changed the relevant emails to make it clear that this issue has arisen and that the renewal dates given may now be out of step with their registrar’s renewal timetable. We also advise the registrant to contact us if they have any further questions.

An example of the revised on expiry email is available.

We apologise for this situation and can assure registrars that our systems have now been fixed. If registrars have any concerns or are unclear how this may affect them or their customers, please call our Member and Registrar Support team on 01865 332233 or contact us by email.