Website maintenance proposal template

A maintenance retainer is easiest to sell when the client can see exactly what a month buys. This template prices the care plan in three monthly lines (routine upkeep, a fixed block of change hours and priority support), so the client is buying peace of mind rather than an open-ended bill.

Use this template free All templates

What your client receives

This is the page your client opens from your email, drawn exactly as PropoBox sends it. Your name, logo and client replace the placeholders; the prices are examples to replace with your own.

Your Studio

Proposal

Website care plan

Prepared for Client company

A monthly plan that keeps your website updated, backed up and secure, with a set number of hours for small changes, so a minor edit never waits on a new quote.

Proposal no.: PROP-SAMPLE
Issued: October 24, 2026
Valid until: November 7, 2026
Delivery: October 31, 2026
Total: $650

Prepared by

Your Studio

Your name

you@example.com

Prepared for

Client company

Client name

client@example.com

Services and pricing

Updates, backups and monitoring (per month)
Core and plugin updates, daily backups, uptime and security monitoring, and a short monthly health report.
$250
Content and design changes, up to 3 hours (per month)
Text and image updates, new sections built from existing components, and minor fixes. Unused hours do not roll over.
$300
Priority support (per month)
A response within one business day for any issue that blocks the site.
$100

Total$650

Terms

Payment: Billed monthly in advance. Minimum term of 3 months, then cancel anytime with 30 days notice. Work beyond the included hours is billed at the agreed hourly rate, only after your approval.
Revisions: Changes are made within the monthly hours. Anything larger is quoted before work starts.
Additional terms: Hosting, domain and third-party license fees are billed at cost unless included above. Larger projects such as a redesign or new features are quoted separately.

How to scope and price it

Sell hours as a capped block with a clear rule for unused time. Saying that hours do not roll over avoids a backlog of banked hours you owe later.
Put a minimum term in the payment terms (three months here). It covers your setup work and gives you time to show value.
Keep larger work out of the plan. Quoting redesigns and new features separately protects the plan's margin.

The terms, and why

Monthly billing in advance, a three-month minimum and 30 days notice are common for care plans and easy for a client to accept. Billing third-party costs at cost keeps the plan price stable when license prices change.

Payment: Billed monthly in advance. Minimum term of 3 months, then cancel anytime with 30 days notice. Work beyond the included hours is billed at the agreed hourly rate, only after your approval.
Revisions: Changes are made within the monthly hours. Anything larger is quoted before work starts.