Web Development
Website Maintenance Proposal Template (Free, Copy and Paste)
Whether you are an agency sending a proposal or a business comparing them, the same sections decide whether a maintenance agreement works. This page gives you a complete template to copy, explains what each section should say, and lists the mistakes that cause arguments six months later. It is a practical starting point, not legal advice.
Related service: Maintenance and support
By Sameer · October 30, 2026 · 3 min read · Updated October 30, 2026
What a website maintenance proposal should include
| Section | What to write | Why it matters |
|---|---|---|
| 1. Summary | The site, the platform and the goal of the agreement | Sets context in two sentences |
| 2. Scope | Each task and how often it runs | Defines what the client is paying for |
| 3. Schedule | When updates and checks happen | Avoids updates during busy periods |
| 4. Response times | Times for outages, urgent and normal requests | The main reason clients buy a plan |
| 5. Exclusions | Work that is quoted separately | Prevents scope creep |
| 6. Pricing | Monthly fee, included hours, overage rate | No surprise invoices |
| 7. Term and cancellation | Start date, length, notice period | Both sides know how to exit |
| 8. Access and ownership | Who owns code, domain, hosting, backups | Protects the client |
| 9. Reporting | What the monthly report contains | Shows the work was done |
| 10. Acceptance | Names, signatures, date | Turns the proposal into an agreement |
What is a website maintenance proposal?
A website maintenance proposal is a document that offers ongoing care for a website at a fixed monthly price. It lists the tasks, how often they run, response times, exclusions, pricing and terms. Once the client signs it, it works as the maintenance agreement both sides follow.
Free website maintenance proposal template
Copy the template below into your document editor and replace everything in square brackets. Keep the section order: clients compare proposals side by side, and a familiar structure makes yours easier to approve.
- WEBSITE MAINTENANCE PROPOSAL — [Your company] for [Client company] — [Date]
- 1. SUMMARY. [Your company] will maintain [website URL], built on [platform, e.g. WordPress 6.x on PHP 8.4], to keep it secure, backed up and working.
- 2. SCOPE. Software updates (core, theme, plugins): [weekly], tested on a staging copy. Security patches: within [48 hours] of release. Off-site backups: [daily], kept for [30 days]; restore tested [quarterly]. Uptime and SSL monitoring: continuous. Security scan: [weekly]. Form and checkout test after each update. Up to [X] hours per month of small changes.
- 3. SCHEDULE. Routine updates run on [day] between [time window, client time zone]. Emergency security patches may be applied outside this window, with notice.
- 4. RESPONSE TIMES. Site down: response within [X hours], 24/7. Urgent issue (forms or payments broken): within [X business hours]. Normal request: within [X business days].
- 5. EXCLUSIONS. New features, redesigns, new pages beyond included hours, content writing, third-party service outages, and cleanup after changes made by others without notice. Excluded work is quoted before it starts.
- 6. PRICING. Monthly fee: [amount + currency], invoiced [monthly in advance]. Unused hours [do / do not] roll over. Extra work: [hourly rate], approved in writing first.
- 7. TERM AND CANCELLATION. Starts [date] for [12 months / month to month]. Either party may cancel with [30 days] written notice.
- 8. ACCESS AND OWNERSHIP. The client owns the website code, content, domain, hosting account and backups. On cancellation, [Your company] hands over all credentials and the latest backup within [5 business days].
- 9. REPORTING. A monthly report listing updates applied, backups, uptime, security findings and hours used.
- 10. ACCEPTANCE. Signed for [Client company]: name, title, signature, date. Signed for [Your company]: name, title, signature, date.
How do you write the scope of work?
Write the scope as a list of tasks, each with a frequency: daily backups, weekly updates, monthly reports. Avoid phrases such as “ongoing maintenance” or “as needed”, which mean different things to each side. If a task has a limit, such as included hours, state the number.
Match the scope to the platform. A WordPress site needs plugin updates and PHP upgrades. A custom application needs dependency updates, database checks and deployments. Our website maintenance checklist lists tasks by frequency, which you can copy straight into the scope.
How should you price a website maintenance proposal?
Price a maintenance proposal as a fixed monthly fee covering routine tasks plus a set number of hours, with a stated hourly rate for anything beyond. Offering two or three tiers lets the client choose the response time and hours they need without a new proposal each time.
For reference, WebsNexus maintenance plans start from $100 per month. Our guide to website maintenance plans shows how Basic, Business and Priority tiers usually differ.
Example pricing section with three options
| Option | Includes | Monthly fee |
|---|---|---|
| Basic | Updates, daily backups, uptime monitoring, monthly report | [amount] |
| Business | Basic plus staging-tested updates, form tests, [X] hours of changes | [amount] |
| Priority | Business plus checkout tests, faster response, [X] hours of changes | [amount] |
What mistakes should you avoid in a maintenance proposal?
The most common mistakes are a vague scope, no response times, no exclusions and no exit terms. Each one leads to a dispute: the client expects a redesign inside the monthly fee, or cannot get their logins back when they leave. Fix all four and most problems never happen.
- No stated response time for outages.
- “Unlimited small changes” with no definition of small.
- Backups stored only on the same server as the site.
- No clause on who owns the code, domain and hosting.
- No notice period for cancellation.
Should a maintenance proposal become a contract?
Yes. Once both sides sign the proposal, it works as the maintenance agreement. For larger sites or regulated businesses, add a data processing agreement if you handle personal data, and have a lawyer review liability and payment terms. This template is general information, not legal advice.
This is general information, not legal advice.
Frequently asked questions
What should be included in a website maintenance proposal?
A summary, scope of tasks with frequencies, schedule, response times, exclusions, pricing, term and cancellation, access and ownership, reporting and a signature section.
Is a maintenance proposal the same as a maintenance contract?
Once signed by both sides, a proposal works as the agreement. Many businesses also attach standard terms and, if personal data is handled, a data processing agreement.
How long should a website maintenance agreement last?
Most run month to month or for 12 months with a 30-day notice period. Shorter notice suits small sites; longer terms usually come with a lower monthly fee.
Should unused maintenance hours roll over?
That is a business choice. Rolling over for one month is a common compromise. Whatever you choose, state it in the pricing section.
Who owns the website under a maintenance agreement?
The client should own the code, content, domain, hosting account and backups. The agreement should require the agency to hand over credentials and the latest backup if the agreement ends.
Sources
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