Planned Maintenance Notice Template

Planned maintenance notice with times in several time zones, impact, actions required, status link, plus a completion follow-up

运营精简maintenance notice更新于 2026年10月20日

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使用方法: Use it to announce planned maintenance to customers or internal users, ideally five working days ahead. Fill the time zone table and the impact table first. The main pitfall is vague impact such as "brief interruption" without a duration.

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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.

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

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,