Website maintenance report template
Last updated: 12 November 2026
Here is the outline we recommend, drawn from what StatOps reports contain: five parts, one page. You can copy it here, download it as a Word document or text file, then replace the brackets and add your logo.
Further down, a fully filled-in example for a fictional site, and a sample sentence to comment on each figure for a client who is not technical.
The template
MAINTENANCE REPORT · [Month] [Year] Client: [Client name] Site: [example.com] Prepared by: [Your agency] 1. AT A GLANCE Uptime this month: [99.95] % Incidents: [0 / number] SSL certificate: valid until [date] Average response time: [ms] 2. INCIDENTS [No incidents this month.] or [Date, time]: [what happened], duration [x min], cause: [cause], what we did: [action]. 3. WHAT WE DID - [CMS and plugin updates] - [Backup restored as a test on dd/mm] - [Security fix applied] 4. COMPARISON WITH [PREVIOUS MONTH] Uptime: [99.98 %] -> [99.95 %] Response time: [310 ms] -> [280 ms] 5. COMING UP - [Domain name renewal on dd/mm] - [Major update to plan] A question? [email] · [phone]
Parts 1, 2 and 4 come from monitoring: do not retype them by hand if you can avoid it, that is where mistakes creep in.
Download the template
The same template, ready to open in your word processor. The Word file (.docx) opens in Word, LibreOffice and Google Docs; the text file (.txt) can be pasted into an email or a ticketing tool.
Add your logo at the top, then save it as a PDF before sending: the client cannot edit it and the layout does not change from one computer to another.
A filled-in example
Invented site, client and figures, to see what a useful report looks like. A month with one incident, which is the most common case.
MAINTENANCE REPORT · October 2026 Client: Dupont Bakery Site: dupont-bakery.example Prepared by: Example Agency 1. AT A GLANCE Uptime this month: 99.95 % Incidents: 1 SSL certificate: valid until 14 December 2026 Average response time: 280 ms 2. INCIDENTS 12 October, 3:10 am: the site was not responding, duration 22 min, cause: restart of the host's server, what we did: checked it was back online at 3:32 am, spoke to the host, no orders lost. 3. WHAT WE DID - CMS updated to 6.8.1 and 7 plugins - Backup restored as a test on 20/10: it works - Security fix for a form plugin 4. COMPARISON WITH SEPTEMBER Uptime: 99.98 % -> 99.95 % Response time: 310 ms -> 280 ms 5. COMING UP - Domain name renewal on 02/12 - Move to the next major CMS version to plan for January A question? contact@example-agency.example
How to comment on each figure
A figure alone means nothing to a client who is not technical. One sentence after the figure is enough.
| Figure | What it means | Sample sentence |
|---|---|---|
| Uptime 99.95% | About 22 minutes of downtime over 30 days. | “The site was unreachable for 22 minutes this month, at night.” |
| Incidents: 0 | No outage detected. | “No incidents this month: the site responded the whole time.” |
| Certificate valid 62 days | The browser padlock stays green for two months. | “The certificate is still valid for 62 days, and we renew it before then.” |
| Response time 280 ms | A page responds in under a third of a second. | “The site is fast: it responds in under a second.” |
Adapting the template
- Technical client: add the server status (disk, memory) and the list of containers.
- Client who only reads the beginning: show uptime very large, and nothing else on the first page.
- Contract with an uptime commitment: add a line “commitment: 99.9%” next to the actual figure.
Automatic version
StatOps produces this report for each client: uptime, incidents with their duration, certificates, server status, comparison with the previous month, and a free field for your actions. Your logo and colours, one PDF per client. 14-day free trial, no credit card.
Frequently asked questions
What format should a maintenance report be sent in?
As a PDF, one or two pages. The client cannot edit it, the layout is the same everywhere, and it is easy to file.
What should the report say when nothing happened?
Write “no incidents” and keep parts 3 and 5: what you did and what is coming up. A quiet month is exactly when the client wonders why they are paying.
How often should the report be sent?
Once a month, within the first three days of the following month, on the same date each time. A client who receives it on the 2nd of every month ends up waiting for it.