Website Maintenance Quote Template
Maintenance is often for a site someone else built, so quote a takeover check before the monthly fee. Spell out how often updates and backups run, how many edit hours a month are included, and which renewals (hosting, domain, SSL) the client pays directly.
No sign-up. Totals, tax and deposit are worked out for you; print it or save it as a PDF.
Free download (no sign-up): Excel / Word
This quote as a file you can fill in and send: the line items below, with amounts, tax and the total worked out by formulas.
How to use this file
- Download it and open it in Excel, Google Sheets, Numbers, Word or Google Docs.
- Put in your business details and the client, then replace the example lines and prices with your own. In Excel, amounts, tax and the total update as you type.
- Check the payment terms, then save it as a PDF and send it to the client.
Example line items
| Item | Unit | Qty | Example price |
|---|---|---|---|
| Takeover check: access, plugins, backups, security | job | 1 | 200–800 |
| Monthly care plan: core and plugin updates, weekly backups | month | 12 | 50–250 / month |
| Uptime and security monitoring | month | 12 | Included |
| Content edits beyond the plan | hour | 3 | 60–120 / hour |
| Hosting and domain renewal, passed through | year | 1 | 120–600 |
| Hack cleanup and restore, if needed | incident | 1 | 300–1,000 |
Amounts are examples before tax, not price advice. Add sales tax or VAT where it applies.
What to put on the quote
- Platform (WordPress, Shopify, static), server and every login handed over.
- Update and backup frequency, where backups are stored and how long they are kept.
- Edit hours per month, whether unused hours roll over and the rate beyond them.
- Renewals for hosting, domain, SSL and paid plugins: who pays and whose name they are in.
- Response time for a site that is down, and what is not covered, such as new pages or a redesign.
Common mistakes
- Taking over a site without a check and inheriting outdated plugins and backups that never worked.
- Unlimited small changes inside a fixed monthly fee.
- Registering the domain in your own name, so the client cannot leave cleanly and blames you when it lapses.
- Updating plugins straight on the live site with no backup and no staging copy.
Deposit, balance and validity
The takeover check is 50% upfront and the rest with its report. The monthly plan is billed in advance with a six-month minimum and 30 days notice; renewals are passed through at cost or paid by the client directly. Emergency work outside business hours is charged at 1.5 times the hourly rate. Quote valid for 30 days.
Questions people ask
Can you look after a site another agency built?
Yes, after a takeover check: we confirm access, update what is safe to update and list anything that needs its own quote.
What if the site gets hacked?
Monitoring and backups limit the damage. Cleanup and restore are priced per incident unless the plan includes them.
Do unused edit hours carry over?
Not by default. The quote says so, or allows one month of rollover.