# Planned Maintenance: [Service name] on [Weekday], YYYY-MM-DD

> Notice to customers and internal teams about planned maintenance, plus
> a short follow-up note to send when the work is complete. Replace
> every `[bracketed]` value and delete what does not apply.

<!--
Guidance: How to use this template
- Send the notice at least [5 working days] ahead (or as your SLA
  requires), and a reminder 24 hours before the window.
- Always state times in UTC and in the main time zones of your users.
  Ambiguous times are the most common complaint about maintenance notices.
- Say plainly what users will notice. "Brief interruption" without a
  duration is not useful.
- Post the same text on the status page so there is one source of truth.
-->

**Subject:** Planned maintenance for [Service name] on YYYY-MM-DD,
[hh:mm] to [hh:mm] UTC

Hello [customer name or "all"],

We will carry out planned maintenance on [Service name] to [purpose in
plain words, for example "upgrade our database servers to improve
performance and reliability"].

## What is happening

[One or two sentences on the work. Example: "We are upgrading the
database that stores orders to a newer version. The upgrade includes
security fixes and gives us room to grow."]

## When

| Time zone | Start | End |
|---|---|---|
| UTC | YYYY-MM-DD 01:00 | YYYY-MM-DD 03:00 |
| [Americas, for example New York] | [YYYY-MM-DD 21:00 previous day] | [23:00] |
| [Europe, for example Berlin] | [YYYY-MM-DD 03:00] | [05:00] |
| [Asia, for example Ho Chi Minh City] | [YYYY-MM-DD 08:00] | [10:00] |

Expected duration of user impact: [for example "up to 15 minutes within
the two-hour window"].

## Impact

| Area | What you will notice |
|---|---|
| *Example:* Web application | Read-only for up to 15 minutes; new orders cannot be saved |
| *Example:* API | Write requests return HTTP 503 with a `Retry-After` header |
| *Example:* Webhooks | Delayed and delivered after the window |
| *Example:* Reports, login, file downloads | Not affected |
| [Area] | [Impact] |

No data will be lost. Requests that fail during the window can be
retried after it ends.

## Actions required

- [For example: "Schedule batch imports outside the window."]
- [For example: "Make sure your integration retries on HTTP 503."]
- No action is needed if you do not use [affected feature].

## Status and updates

Follow progress on our status page: [status page URL]. We will post
when the work starts, if anything changes, and when it is complete. If
the work must be extended or rescheduled, we will tell you as early as
possible.

## Contact

Questions or concerns about the timing: [support email or portal],
quoting reference [MNT-YYYY-nnn]. For urgent issues during the window,
use [support phone or P1 channel].

Thank you for your patience,

[Name], [Team], [Company]

---

## Follow-up: maintenance completed

<!-- Guidance: Send within an hour of finishing. Be honest if the work overran or had unexpected impact. -->

**Subject:** Completed: planned maintenance for [Service name] on YYYY-MM-DD

Hello [customer name or "all"],

The planned maintenance on [Service name] was completed at [hh:mm] UTC
([local time]). All services are operating normally.

| Item | Result |
|---|---|
| Work completed | [Yes / Partly, see below] |
| Actual user impact | [For example: "Read-only for 9 minutes, 01:12 to 01:21 UTC"] |
| Issues during the window | [None / short description] |
| Follow-up needed from you | [None / description] |

[If something did not go as planned: say what happened, what we did,
and whether another window will be needed.]

If you notice anything unusual, contact [support channel] with
reference [MNT-YYYY-nnn].

Thank you,

[Name], [Team], [Company]