Free Website Maintenance Proposal Template

What is a website maintenance proposal?

It is a business document that helps service providers pitch their website maintenance services (content updates, website design services, security services, etc.) to the prospective client.

As a service provider, you must consider the client's specific parameters before proposing your maintenance package. This will help you to make a compelling case and close more business deals.

What does website maintenance include? 

It includes all the tasks that are essential for the seamless functioning and optimum performance of a website.

The following services are all part of website maintenance:

• Designing the website

• Regularly checking the website for any maintenance 

• Correcting the issues of the website

• Content updates (text, images, design, etc.)

The proposed website maintenance package can vary depending on the needs and preferences of the client.

Who needs a website maintenance proposal?

Any individual, agency, or company that specializes in website maintenance services would require such proposals to pitch to their clients and move ahead in business.

What are the elements of a website maintenance proposal?

Here are the elements that you must include in your proposal:

Title page/Cover page

The title page covers the standard information like name, business logo, contact information about the client and your business. It also contains the name of the proposal.

Table of contents (TOC)

A TOC is a list of all the sections and subsections present in the proposal. It gives the clients clarity on how the content is organized and helps to navigate through the document easily.

Executive summary

The executive summary is a brief overview of the entire proposal. Its objective is to define the intent of the proposal in the beginning.

It helps users to get acquainted with the proposal quickly by giving them a sneak peek into the offerings.

Strategic implementations

Website maintenance is a process. It is a good practice to break down the whole process into different phases for the clients’ better understanding. Here is how you can divide the phases:

• Onboarding phase - This phase is an overview of the entire project. It talks about the scope, role definitions, and scheduling of the project.

• Transition phase - This phase is all about revisions, troubleshooting, regular maintenance plans, and assessment. In this transition period, all issues about hosting, migration, complete backup, etc. will be covered and completed.

• Maintenance phase - This involves the basic best practices for the post-transition phase (support, maintenance, and upkeep).

Services with timeframes

This section is where you list your offerings with the process and timeline details. Cover all the services like website design, check of all the web pages, secure backups, etc., with their actual resolution time for the complete understanding and clarity of the prospective clients.

Pricing structure

You must be very clear and precise while listing the pricing details of your services as clients pay close attention to the costs in the proposal.

Create proper pricing tables listing down all the services you think the client might require. Include all the applicable taxes along with the base price, so there is no room for confusion as you move forward in the deal.

Terms & Conditions

Mention all the terms and conditions that will govern the overall agreement. This will include the payment terms, critical clauses regarding security breaches, loss of data, etc.

Layout the terms and conditions properly to avoid ugly disputes with the client in the future.

About the company

This is the section to build brand awareness about your company. Assure your clients that their websites are secure under your surveillance. Include client testimonials and successful past projects to build trust.

Signatures

Add signature blocks in the end for the client to sign and finalize the deal. Signatures are a legal way of converting a normal document into a formal agreement.

How do you write a maintenance proposal that seals more deals?

Visually stunning cover

First impression is the last impression. You must have a convincing cover page with high-quality images, the right logo, impressive text, and a balanced composition to support your overall proposal.

Descriptive process and timescales

Clients expect detailed explanations of how your maintenance packages will solve their website maintenance issues. Elaborate well on the process that resolves prospect’s issues and cover the next steps too for better clarity.

To-the-point content

Commercial clients do not have the whole day to review your proposal. You must be concise and accurate while collating the content for your document. Clear communication will help in grabbing prospects' attention to your proposal.

Well-structured 

A well-defined layout of the proposal or even the cover letter is important to present the information in a logical and coherent way. A good layout will highlight the crucial elements and make the content easier to read and comprehend.

Use Revv’s website maintenance proposal template - make your client say YES!

Here are the benefits of using Revv's template library for creating successful proposals:

Legally-vetted content

Revv offers legally vetted ready-to-use proposal and other business templates. These templates are drafted and proofread by legal professionals to give you a head start in presenting your offerings to the client and prospect.

Rich editor to customize the template

Revv's marketing proposal templates are easily customizable. You can edit, add or remove new content and other elements from the template as per your needs and preferences.

Features to collaborate with internal and external team

You can use notes to add comments, and tag specific people using the @mention feature in the Revv document itself. This helps in seamless internal and external business communication.

Real-time activity tracking

You can access a detailed log of actions taken on the Revv document - who opened it, how many times was the document viewed, who accepted, rejected, signed, etc.

User management

Revv’s ‘user management’ feature prevents unauthorized access to proposal templates and protects them from tampering. This feature lets you maintain the security of all your proposals.

Electronic signature

Your clients can easily sign the proposal online using Revv's inbuilt electronic signature. It is a quick, safe, and legal way to sign business documents.

Stripe payment integration

You can integrate a payment button in the proposal itself to request a payment if required. This feature enables you to get paid faster and eliminates the lengthy process of fetching payments from clients.

Frequently asked questions

What does website maintenance include?

Website maintenance includes all the services that are required to keep your website running smoothly without any errors. It can range from a general check of the website issues to the regular content updates to attract more traffic to your website.

How much does it cost for website maintenance?

The cost of website maintenance depends on your specific requirements and the types of issues your website has. There are different maintenance packages offered by a variety of service providers. You need to compare and select the package that best suits your needs.

Do I need website maintenance?

Yes, you need website maintenance to keep your website up and running. A website can have multiple issues if not checked and updated regularly which can harm your business. To ensure smooth functioning of your website, investing in maintenance is a must.

How much should I charge to update a website?

For updating a website, you should take into consideration the services you offer, the duration of the services, your expertise, and the ongoing market standards before you set an amount to charge.