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Website Maintenance Proposal
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Prepared for:
[CLIENT COMPANY]

Prepared by:
[WEBSITE DEVELOPER COMPANY]
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Website Maintenance Proposal

About Us

[Company Name] is a provider of website maintenance, hosting, and security services for commercial clients. We specialize in ensuring our Clients' websites remain secure, updated, and optimized.

[Company Name] is devoted to integrated messaging strategies that build and optimize brands. [Company Name] specializes in online and interactive customer engagement as well as traditional design, print, broadcast, and PR campaign mediums.
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Our Team

Three people working on a computer screen with coding
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Our team caters to the boutique needs of the websites of the clients, going over every minute detail, and making sure they are up to the mark. We deem it necessary to introduce our team.

[Director]

[Website Designer]

[Creative Director]

[Content Director]

[Auditor]

[Project Manager]

[Digital Marketer]
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Client Testimonials

[Company Name] has worked with over [Number of Clients] clients to help them successfully tell their stories via the web and marketing mediums.

[Client Testimonial 1]

[Client Testimonial 2]

[Client Testimonial 3]
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Strategic Implementations

A paper drawing of a website and the website display on the phone screen, tablet and a laptop
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Onboarding Phase

The onboarding phase will include defining project scope, role definitions, scheduling, and such. This will give us an overview of the project.

Transition Phase

The transition phase must include revisions, troubleshooting, plans for regular maintenance, assessment, and such. In this transition period, all issues about hosting, migration, back-ups, etc. will be covered and completed.

Maintenance Phase

Maintenance Phase will include basic best practices for support, maintenance, and upkeep.
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Services

The following services are included in our proposed website maintenance package:

  1. Secure Backups
  1. Content Updates
  1. Script/Program Updates
  1. 24/7 Website Monitoring
  1. [Service 5]
  1. [Service 6]

Secure Backups

[Company Name] will create a complete backup of your website every [Number of Days] days. All such backups will be stored in a secure local server.

Content Updates

We will appropriately keep on posting the new content, listicles, articles, videos, and infographics that you create. we will also try updating the existing website content and pictures to make them more appealing.

24/7 Website Monitoring

[Company Name] will monitor your site for any security breach and outages all the time. We will notify [Client Company] of any website issues within 1 hour of the initial occurrence and we will resolve those issues as quickly as possible. The actual resolution time for website maintenance issues, including such security breaches and outages, will vary depending on the specific parameters of each issue.
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Timeframe

Phases

Timeline

Onboarding Phase
4-5 weeks
Transition Phase
2-4 months
Maintenance Phase
Depending on the project and the contract
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Pricing

The pricing for the following project could be estimated as given in the table below.

Service

Rate

Timeline

Subtotal

Secure Backups
$ [0.00]
0
$ [0.00]
Content Updates
$ [0.00]
0
$ [0.00]
Script/Program Updates
$ [0.00]
0
$ [0.00]
24/7 Website Monitoring
$ [0.00]
0
$ [0.00]


TOTAL
(Inclusive of all taxes)
$ [0.00]
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Terms and Conditions

Limitation of Liability

[Company Name] does not guarantee, represent, or warrant that the functions contained in these web pages or internet website will be error-free, uninterrupted, free from loss, attack, corruption, viruses, hacking, interference, or other security intrusions, and [Web Company] disclaims any liability relating thereto.

[Company Name] will not be liable to the client or any third party for any damages, including, but not limited to, lost savings, any lost profits, business interruption, loss of data, or incidental damages arising out of the operation of or inability to operate these web pages or website, however, caused, even if [Client Company] has been advised of the possibility of such damages.

Authorization

If access to their website is necessary, [Client Company] hereby authorize [Company Name] access and permissions to all directories and files of their account with any other third-party hosting provider, as well as permission to install any necessary WordPress plugins for maintenance and security.

Payment Terms

All payments have to be done in USD by [Payment Method]. The initial payment must be cleared to be on-board with the project. The client has a time of [Time Period] to refurbish the payments due for the project to move forward. The failure of the payment beyond the default period will result in a breach of contractual terms and further actions.

Cancellation and Termination

[Client Company] has the right to cancel, modify, reject, or stop any plans or work in process. However, [Client Company] must agree to remit for all costs and expenses incurred before any changes were implemented and to defend, indemnify, and hold us harmless for any liability relating to such action. We agree to use our best efforts to minimize such costs and expenses.

Warranty of Services

We agree that all services will be done professionally and using functional services. All rectifications and defects brought to notice by the client will be welcomed and looked upon.
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Acceptance and Signature

You can bring us on board by signing below.
Signature
Assign signer 1
Name
Assign signer 1
Date
Assign signer 1
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For further queries,
Visit us at [Company Website]
Contact us at [Company Contact Number(s)]
Write to us at [Company Email]
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Thank you!

Free Website Maintenance Proposal Templates

Use this precise website maintenance proposal template to pitch for your awesome services to a company

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 content (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.

Signature

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 @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.