If you build or manage WordPress websites for clients, you’ve probably run into this scenario:
A client emails you at midnight because their site is down. Or worse — they blame you for a plugin crash you had no control over.
That’s where a WordPress website maintenance agreement becomes your best friend.
In this guide, we’ll show you how to create a WordPress website maintenance agreement that sets clear expectations, defines your responsibilities, and helps you build long-term, stress-free client relationships.
Whether you’re a solo freelancer, a digital agency, or using ready-made websites from Delegate Studio, having this agreement in place protects your time, your reputation, and your income.
2. What Should a WordPress Website Maintenance Agreement Include?
Now that you know why a maintenance agreement matters, let’s dive into exactly what to include in one — whether you’re a freelancer, agency, or managing sites built through ready-made platforms like Delegate Studio.
If you’re wondering how to create a WordPress website maintenance agreement, this is the part you don’t want to skip.
Here’s what a professional, trust-building agreement should cover:
1. Scope of Services
This is the most important part. Clearly list what’s included in your maintenance package — and what’s not. Don’t assume the client knows what “maintenance” actually involves.
What to include:
- WordPress core, theme, and plugin updates
- Daily/weekly backups (off-site if possible)
- Security monitoring (firewalls, malware scans, login protection)
- Uptime monitoring (alert system or service logs)
- Performance optimization (database cleanup, cache tuning)
If you’re using a site from Delegate Studio, you’re already working with a well-coded, speed-optimized foundation — making this part of your job easier and more effective.
2. Response Time & Support Hours
Set expectations on how and when support will be delivered.
Details to include:
- Your support hours (e.g., Mon–Fri, 9 AM–5 PM)
- Emergency response time (e.g., within 4 hours)
- Standard response time for general queries
- Preferred communication channels (email, ticket system, phone, etc.)
Pro tip: Define what counts as an “emergency” (e.g., site down, hacked) and what doesn’t (e.g., change font size).
3. Payment Terms
Be very clear about how much you’re charging, how often, and what happens if payment is late.
Things to outline:
- Monthly/annual pricing structure
- Due date (e.g., first of each month)
- Accepted payment methods
Late fees or service pauses for missed payments
If you’re using automated sites like those from Delegate Studio, you can confidently offer value-rich plans — because they’re already built for reliability.
4. Client Responsibilities
Yes — clients need to do their part too.
Ask them to:
- Provide admin login credentials
- Avoid installing unknown plugins
- Report issues promptly
- Approve updates or changes in a timely manner
It’s a partnership, not just a service.
5. Exclusions (What’s Not Included)
Protect yourself from “scope creep” by being honest about what isn’t covered under your plan.
Examples:
- Full website redesigns
- Custom development or coding
- Graphic design requests
- New content uploads or blogging services
You can always offer these as add-ons, but setting this boundary early builds trust.
6.Termination or Cancellation Policy
Include:
- How either party can cancel the agreement
- Required notice period (e.g., 15 or 30 days)
- What happens to the site if the client cancels (e.g., you remove your access but backups continue)
3. Why Having a WordPress Maintenance Agreement Is Essential
If you’ve ever had a client send you an “urgent” message at 11:59 PM about a plugin crash or a hacked site, you already know why this matters.
Still, many WordPress professionals overlook this simple step. And truthfully, that one missing agreement can mean the difference between a smooth working relationship — and chaos.
Let’s talk about why it’s so important to create a WordPress website maintenance agreement, both for your business and your clients.
1. It Builds Professionalism & Trust
When a client receives a detailed maintenance agreement, it instantly positions you as a pro, not a “random guy who built their site.”
It shows you:
- Take your work seriously
- Have a process
- Know how to protect both parties
Even if you’re using a Delegate Studio ready-made website as your foundation, having your own maintenance agreement reinforces that you’re not just selling a site — you’re offering peace of mind.
2. It Sets Clear Expectations
Without an agreement, clients may assume you’ll:
- Fix everything, anytime, for free
- Monitor their site 24/7
- Perform redesigns at no extra charge
An agreement spells out exactly what they get, how they get it, and what’s extra. It protects your time and sanity.
3. It Establishes Boundaries
When scope creep kicks in — and it always does — your agreement becomes your friendly shield.
You can politely say:
“That’s actually outside the current maintenance scope, but I’d be happy to quote it separately.”
No awkward tension. No blurred lines. Just professionalism.
4. It Unlocks Recurring Income
One-off projects are great… until they end.
With a WordPress maintenance agreement in place, you shift from project-based income to retainer-based revenue — giving you:
- Predictable cash flow
- Long-term client relationships
- Less time spent hunting for new work
Many Delegate Studio users offer “site care plans” after delivering a site — turning each project into a long-term asset.
5. It Protects You Legally
This part isn’t exciting — but it’s necessary.
If a client’s site breaks and you didn’t agree to maintain it, you can refer to your signed document. It’s a gentle way to set limits and avoid liability.
Even basic terms like “we’re not responsible for third-party plugin issues unless under maintenance” can save you time, money, and stress.
4. How to Structure the Agreement (With a Free Template)
So you’re ready to actually create your maintenance agreement — now what?
Don’t worry, you don’t need to be a lawyer or a copywriting wizard to make it work.
All you need is a clear structure, a touch of professionalism, and a little language that protects both you and your client.
Here’s exactly how to create a WordPress website maintenance agreement step by step:
Step 1: Start with the Basics
Open a new document in Google Docs, Microsoft Word, or a platform like Bonsai, Better Proposals, or Hello Bonsai.
Start with:
- Your business name/logo
- The client’s name/company
- The date
A brief summary: “This agreement outlines the terms of ongoing WordPress website maintenance services between [Your Name] and [Client Name].”
Step 2: Define the Scope of Work
List exactly what you’ll provide in the maintenance plan.
Example:
- Scope of Services:
- Weekly updates for WordPress core, plugins, and themes
- Daily backups and restoration services
- Security monitoring and malware scanning
- Uptime tracking and reporting
- Basic performance tuning (caching, image compression)
If you’re offering more — like SEO checks or content edits — list them clearly under a separate add-on section.
Sites built with Delegate Studio are already optimized for performance and security, which helps streamline the work you need to include in your agreement.
Step 3: Detail the Payment Terms
Include:
- Payment amount (monthly/annual)
- When it’s due
- What happens if payment is missed
- Whether services pause after non-payment
Step 4: Include Response Time & Support Hours
Set expectations clearly. Example:
“Standard support is available Monday–Friday, 9 AM to 5 PM EST. Urgent issues (e.g., site offline, critical errors) will be addressed within 4 hours.”
Step 5: Add a Cancellations & Liability Clause
Protect yourself with a simple paragraph like:
“This agreement may be canceled by either party with 14 days’ written notice. [Your Name] is not responsible for issues arising from client-installed plugins, third-party tools, or unmanaged hosting environments.”
Step 6: Close with a Signature Section
Leave space for:
- Your name & signature
- The client’s name & signature
- The date of agreement
A digital signature via tools like DocuSign, HelloSign, or even Google Docs is more than enough.
Bonus: Want a Copy-Paste Template?
I’ve put together a clean, editable WordPress website maintenance agreement template you can customize and send to clients.
Want the link? Just drop a comment or reach out — I’ll send it straight to your inbox ✅
5. SEO & Performance Clauses You Can Offer
This is where you can stand out
Add value to your maintenance plan by including:
- Monthly SEO audits (broken links, metadata, image optimization)
- Performance reports (speed, Core Web Vitals)
- Schema and rich snippet setup
- Monthly ranking updates
Bonus: Delegate Studio’s ready-made websites are pre-optimized for speed and SEO — which means better starting performance and easier reporting for you.
6. Mistakes to Avoid When Creating Your Agreement
- ❌ Being too vague
- ❌ Using legalese that scares clients
- ❌ Failing to define what’s not included
- ❌ Forgetting mobile or WooCommerce-specific clauses
- Keep it clear, friendly, and professional.
7. Final Thoughts
Creating a WordPress website maintenance agreement isn’t about protecting yourself from bad clients — it’s about setting the stage for great long-term relationships.
When you lay out your services clearly, you:
- Earn trust
- Reduce support headaches
- Build consistent monthly revenue
- Look like a total pro
Whether you’re starting from scratch or using a performance-optimized site from Delegate Studio, your agreement is what turns a one-time website build into a sustainable business model.
