Website Care and Maintenance Proposal
A monthly care plan for your website: updates, backups, monitoring and support hours.
Free for 14 days. No card required.
Make this template yours
A clear structure
A starting point for the scope, pricing and next steps you want to share
Ready to edit
Keep useful sections and replace the content with your client details
Your brand
Choose the colors, fonts and imagery that fit your business
About this template
A website maintenance proposal sets out the monthly work you will do to keep a client’s site updated, backed up, monitored and supported, and how quickly you respond. This template is for agencies and freelancers selling care plans, and helps the client choose between three plans with different hours, response times and backup periods.
Who this template is for
Use it if you look after live websites on a recurring basis: updates, security patches, backups, uptime monitoring and small change requests. It works for existing clients after launch and for new clients whose sites have no regular care.
What each section covers
- Introduction, Your team and Your situation
- A note to the client, the three roles involved, and the problems you have seen, such as piled-up updates and unchecked backups.
- Our recommendation
- The plan you suggest and why, with its support hours, backups kept and reports.
- What we do each month
- Updates, backups, monitoring, support requests and the monthly health report, each with specifics.
- Response times
- A comparison of the three plans with your working hours and how unused hours carry over.
- What is included and The first month
- Inclusions and exclusions, a table of who provides what, and a week-by-week onboarding plan.
- Client results, Questions, Pricing and Next steps
- A client quote and result, six common questions, the three-plan pricing table, and how to choose a plan and share access.
How to price website maintenance
The template uses three recurring plans, Essential, Standard and Priority, billed monthly in advance, with a lower price for paying yearly. Each plan sets support hours, request limits, response times and backup retention, so the client compares plans on the same terms.
Work beyond a plan’s hours is billed at an hourly rate quoted before work starts. A minimum term followed by month-to-month notice is set out in the terms. Hosting, domains and plugin licences are excluded.
Before you send it
- Check response times you can meet
- Only offer response times your team can keep, including holidays and absence.
- Define a request
- Make sure the client knows what counts as one request and what becomes a quoted project.
- Fill the client results
- Replace the quote and case study placeholders with real, verified details or remove them.
- Set the start date
- Update the kickoff date and validity date so the first month plan is accurate.
What’s in the Website Care and Maintenance Proposal
12 parts, in the order your client reads them. Every part is editable: keep what fits the job, rewrite the rest and add your own.
Introduction
This proposal sets out what a care plan covers each month, how quickly your requests are answered, what happens to hours you do not use, and the three plans you can choose from.
Your team
Your day-to-day contact. Runs the monthly review call and approves estimates with you.
Your situation
Here is your situation as you described it. If anything has changed, let us know.
Our recommendation
We recommend the Standard plan. It fits a marketing site that changes every month. Your team sends requests by email, and your urgent issues are answered within four working hours.
Covers: Planned scope
What we do each month
Your care plan has five parts. The first four run on a schedule; support requests come from your team.
Covers: Updates, tested before they go live, Backups you can restore, Uptime and security checks, Changes your team asks for, One report each month
Response times
What each plan includes each month, and how quickly your requests are answered. A response time is when work starts, not when it is finished.
What is included
Everything the monthly fee covers, and what it does not.
The first month
We collect access, take a full backup and review the site’s software, plugins, speed and security.
Client results
Supporting a website after launch, with a scoped care plan and a recorded review.
Covers: The client, The result
Questions
Unused hours carry over to the next month only, then expire. The report shows hours used and carried over each month, so you can move to a smaller plan if you regularly use less.
Pricing
Three plans with the same updates, backups and monitoring. They differ in support hours and response times.
Covers: Every plan includes, Not included
Next steps
Accept the plan that suits you on this page, or reply to this email. We send the first monthly invoice.
Frequently Asked Questions
What should a website maintenance proposal include?
The monthly tasks, update and backup schedule, monitoring, support hours and request limits, response times, what is excluded, minimum term and notice, overage rates, and how you report each month.
How should I structure website maintenance plans?
Tiered plans work well because clients compare like for like. This template uses three plans that differ by support hours, response times, update frequency and how long backups are kept.
Can a maintenance plan guarantee uptime?
Monitoring and quick responses reduce downtime, but hosting and third-party services are outside your control. This template answers the uptime question directly; describe what you monitor and how fast you respond rather than guaranteeing availability.
What happens to unused support hours?
In this template unused hours carry over to the next month only. Whatever rule you choose, state it clearly so the client knows the hours do not build up indefinitely.
Ready to make it yours?
Add your scope, pricing and brand. Preview the client experience before sharing.