--- title: "Scheduled Maintenance Template" url: "https://www.openstatus.dev/guides/scheduled-maintenance" date: "2026-01-19" author: "openstatus" description: "Proactive template for communicating planned maintenance windows, upgrades, and scheduled downtime to users." category: "template" --- Use this template for planned maintenance, infrastructure upgrades, or scheduled downtime. Proactive communication builds trust and reduces support burden. ## When to Use This Template - Database upgrades - Infrastructure migrations - Security patch deployments - Third-party provider maintenance - Performance optimization work ## Template Messages ### Scheduled (Advance Notice) We have scheduled maintenance for [System Name] on [Date] at [Time] [Timezone]. **Expected Duration**: [Duration] **Expected Impact**: [Impact Description] We will provide updates throughout the maintenance window. ### In Progress Scheduled maintenance is currently in progress. We expect to complete within the planned window. **Current Status**: [Brief status] **Expected Completion**: [Time] ### Completed The scheduled maintenance has been completed successfully. All systems are operating normally. Thank you for your patience during this maintenance window. ## Real-World Examples ### Stripe: Payment Method Maintenance **Context**: Scheduled maintenance for TWINT payment method **Approach**: Clear scheduling with transparency disclaimers **Sample messaging**: ``` TWINT has an upcoming scheduled maintenance. Note: Stripe retrieves payment method planned maintenance information from payment method partners and the information may not be complete, accurate, or up to date. ``` **What worked**: - Clear about the service affected (TWINT) - Set expectations about information accuracy - Consistent disclaimer across all maintenance notices **Multi-stage updates**: 1. **Scheduled**: "TWINT has upcoming scheduled maintenance on [date]" 2. **In Progress**: "Maintenance is currently in progress" 3. **Completed**: "The scheduled maintenance has been completed" ### Notion: Planned Maintenance Communication **Approach**: Clear timing with minimal service impact **Sample structure**: ``` Scheduled Maintenance Time: Jan 20, 2026 | 2:00 AM - 4:00 AM PST Impact: Brief connectivity interruptions expected Status: Scheduled We'll be performing database maintenance during this window. Most features will remain available, but you may experience brief disruptions. ``` ## Planning Your Maintenance Communication ### 1 Week Before ``` 📅 Scheduled Maintenance Notice We'll be performing infrastructure upgrades on [date] at [time]. What: Database migration to improve performance When: January 25, 2026 at 02:00 UTC Duration: Approximately 2 hours Impact: Read-only mode during migration Add to calendar: [iCal link] ``` ### 24 Hours Before ``` ⏰ Reminder: Maintenance Tomorrow This is a reminder that we'll be performing scheduled maintenance tomorrow, January 25 at 02:00 UTC (approximately 2 hours). During this time, the service will be in read-only mode. You'll be able to view data but won't be able to make changes. We recommend completing any urgent work before maintenance begins. ``` ### 1 Hour Before ``` 🔧 Maintenance Starting Soon Scheduled maintenance begins in 1 hour (02:00 UTC). Quick reminders: - Service will be in read-only mode - Expected duration: 2 hours - We'll provide hourly updates If you have any questions, please contact support before maintenance begins. ``` ### At Start ``` 🚧 Maintenance In Progress Scheduled maintenance has started. The service is now in read-only mode. Progress: Database backup completed ✓ Next: Begin migration Expected completion: 04:00 UTC ``` ### Hourly Updates ``` 📊 Maintenance Progress Update (Hour 1) Migration is progressing as planned. Completed: ✓ Database backup ✓ Schema updates ✓ Data migration (65%) In progress: ⏳ Data migration (ongoing) Still on track for 04:00 UTC completion. ``` ### At Completion ``` ✅ Maintenance Complete Scheduled maintenance has been completed successfully! The service is now fully operational and out of read-only mode. All features are available. Thank you for your patience. You should notice improved performance with our upgraded infrastructure. ``` ### If Extended ``` ⚠️ Maintenance Extended We're making excellent progress, but the maintenance will take longer than expected. New estimated completion: 05:00 UTC (1 hour extension) Reason: Data migration taking longer due to dataset size The service remains in read-only mode. We'll provide another update in 30 minutes. ``` ## Advance Notice Best Practices ### Minimum Notice Periods - **Minor maintenance** (< 30 min, no downtime): 48 hours notice - **Standard maintenance** (1-4 hours, read-only): 1 week notice - **Major maintenance** (> 4 hours, full downtime): 2+ weeks notice ### What to Include ✅ **Always include**: - Exact date and time (with timezone) - Expected duration - Impact description - What users can/can't do - Who to contact with questions ✅ **Nice to have**: - Reason for maintenance - Expected benefits - Calendar file (.ics) - Status page link - Estimated completion time ❌ **Avoid**: - Vague timing ("sometime next week") - Unclear impact ("may affect some users") - No duration estimate - Technical jargon without explanation ## Impact Level Communication ### No Downtime ``` Maintenance Window: January 25, 02:00-04:00 UTC Impact: None - We'll be performing rolling updates with no service interruption Action Required: None ``` ### Read-Only Mode ``` Maintenance Window: January 25, 02:00-04:00 UTC Impact: Service will be in read-only mode What you CAN do: View all data, run reports, access historical information What you CAN'T do: Create, update, or delete records Action Required: Complete any urgent changes before maintenance ``` ### Full Downtime ``` Maintenance Window: January 25, 02:00-04:00 UTC Impact: Service will be completely unavailable What to expect: You won't be able to access the service at all Action Required: Plan accordingly, download any needed data beforehand Alternative: [If you have a status page or alternative access method] ``` ### Partial Service Impact ``` Maintenance Window: January 25, 02:00-04:00 UTC Impact: Partial service degradation Available: ✓ Login and authentication ✓ Data viewing ✓ API read endpoints Unavailable: ✗ File uploads ✗ Report generation ✗ Data exports ✗ Webhook delivery ``` ## Timezone Considerations Always include multiple timezones for global audiences: ``` Maintenance scheduled for: - 02:00 UTC - 6:00 PM PST (Jan 24) - 9:00 PM EST (Jan 24) - 11:00 AM JST (Jan 25) Check your timezone: [worldtimebuddy.com link] ``` Or use relative time: ``` Maintenance begins in 24 hours. Check your local time: January 25, 02:00 UTC ``` ## Third-Party Maintenance When a provider schedules maintenance: ``` Our payment provider, Stripe, has scheduled maintenance for [date]. Impact: Payment processing may be temporarily unavailable Duration: Approximately 30 minutes Workaround: We'll queue any failed payments and automatically retry This maintenance is being performed by our payment provider. For more information, visit: [provider status page] ``` ## Emergency Maintenance Sometimes maintenance can't wait: ``` 🚨 Emergency Maintenance Required We've identified a critical issue that requires immediate maintenance. Starting: Now (15:00 UTC) Expected duration: 30 minutes Impact: Service will be unavailable We apologize for the short notice. This maintenance is necessary to prevent potential data issues. Updates every 10 minutes. ``` ## Benefits Communication Help users understand the "why": ``` This maintenance will deliver: ✓ 3x faster query performance ✓ 99.99% uptime SLA (up from 99.9%) ✓ Support for 10x more concurrent users ✓ Reduced latency for API calls We appreciate your patience as we improve the service. ``` ## FAQ to Include Consider adding to your maintenance notice: **Q: Can I use the service during maintenance?** A: The service will be in read-only mode. You can view data but not make changes. **Q: What if I'm in the middle of something?** A: We recommend saving your work before maintenance begins. Any unsaved changes may be lost. **Q: Will my data be safe?** A: Yes, we perform full backups before all maintenance. Your data is secure. **Q: What if maintenance takes longer?** A: We'll provide updates every hour and notify you of any time extensions. **Q: Can you reschedule?** A: This timing was chosen for minimal impact. Please contact support if you have urgent concerns. ## Related This template is one of several in the [incident communication guide](/guides/incident-communication), which covers update cadence by severity, what to avoid saying, and the other scenario templates. ## Frequently asked questions
How much advance notice should I give for maintenance? Minimum 48 hours for minor maintenance under 30 minutes with no downtime. 1 week notice for standard maintenance 1-4 hours with read-only mode. 2+ weeks notice for major maintenance over 4 hours with full downtime.
What if maintenance takes longer than expected? Provide updates every hour and notify users immediately of any time extensions. Include the new estimated completion time and reason for the extension.
Should I include timezone information? Yes, always include multiple timezones for global audiences or use UTC time with a timezone converter link. This prevents confusion about when maintenance will occur.
What information must be included in maintenance notices? Always include exact date and time with timezone, expected duration, impact description, what users can and cannot do during maintenance, and who to contact with questions.