--- title: "Scheduled Maintenance Announcement: Templates & Examples (2026) | Statusentry" description: "Copy-paste scheduled maintenance announcement templates for email, status page, banner and social posts, plus a notice timeline, examples and checklist." url: https://statusentry.com/blog/how-to-announce-scheduled-maintenance updated: 2026-10-19 --- [All posts](https://statusentry.com/blog) Best practices # Scheduled Maintenance Announcement: Templates & Examples Copy-paste scheduled maintenance announcement templates for email, status pages, in-app banners and social posts, plus when to send each one. Jan 02, 2024 7 min read by Statusentry team A good scheduled maintenance announcement tells people four things: what is changing, when, what they will notice, and where to get updates. Below are copy-paste templates for email, your status page, in-app banners and social posts, plus a timeline for when to send each one. **Quick version:** announce 7 days ahead for anything customers will notice (3 days for short, low-impact work), send a reminder 24 hours before, post when you start, and post again when you finish. Always give the time in UTC plus one local time zone, and say what users will actually experience. ## What to include in a maintenance announcement - **What:** one plain sentence about the work, such as “database upgrade” or “moving to a new data center”. Skip internal jargon. - **When:** start time, expected end time and time zone. “Saturday, 14 November, 02:00–04:00 UTC (Friday 6–8 PM PT)”. - **Impact:** what users will notice. Full downtime, read-only mode, slower responses, or no visible impact. - **Who is affected:** which product, region, API or plan. Name the components on your status page. - **What to do:** anything users should do before or during the window, or “no action needed”. - **Where to follow:** a link to your status page and how to subscribe. ## When to announce scheduled maintenance | When | What to send | Channels | | --- | --- | --- | | 7–14 days before | First announcement | Status page, email to subscribers, in-app banner for major work | | 24 hours before | Reminder | Status page update, email, in-app banner | | At start | “Maintenance in progress” | Status page, Slack/webhook, social | | During (if it runs long) | Progress or extension update | Status page, email if the end time changes | | At finish | “Maintenance completed” | Status page, email, social | For short, low-impact work, 3 days’ notice is usually enough. For changes that need customer action, such as API deprecations, give 30 days or more. ## Scheduled maintenance announcement templates Replace the parts in [brackets]. Each template works on its own, so you can use only the ones you need. ### Email: first announcement Email · 7–14 days before Subject: Scheduled maintenance on [date] – [product] [unavailable / read-only] for up to [duration] Hi [name], We’ll be carrying out scheduled maintenance on [product] to [one-line reason, e.g. upgrade our database for faster performance]. When: [day, date], [start]–[end] UTC ([local time zone]) What you’ll notice: [e.g. the dashboard and API will be unavailable for up to 30 minutes]. [Data / scheduled jobs / integrations] will not be affected. What you need to do: [nothing / action and deadline]. We’ll post live updates on our status page: [status page URL]. You can subscribe there for email, Slack or webhook notifications. Thanks for your patience, [Team name] ### Email: 24-hour reminder Email · 24 hours before Subject: Reminder: [product] maintenance tomorrow, [start]–[end] UTC Hi [name], A quick reminder that scheduled maintenance starts tomorrow at [start] UTC ([local time]) and should take about [duration]. During this window [impact]. Nothing has changed since our last message. Follow along at [status page URL]. [Team name] ### Status page: scheduled maintenance post Status page · scheduled Title: Scheduled database maintenance We will be performing scheduled maintenance on [component] on [date] from [start] to [end] UTC. During this time [impact]. No action is required. We’ll update this page when the work starts and when it’s complete. ### Status page: in progress, extended and completed Status page · in progress Scheduled maintenance is now in progress. [Component] is [unavailable / in read-only mode]. We expect to finish by [end] UTC. Status page · extended The maintenance is taking longer than planned because [short reason]. We now expect to finish by [new end time] UTC. [Impact] continues until then. Sorry for the delay; next update by [time]. Status page · completed Maintenance is complete and [component] is fully operational. If you notice anything unusual, contact us at [support email]. Thanks for your patience. ### In-app or website banner Banner · before Scheduled maintenance on [date], [start]–[end] UTC. [Product] will be [unavailable / read-only]. Details → Maintenance page · during We’re upgrading [product] and will be back by [end time] UTC. Follow live updates at [status page URL]. ### Social post (X, LinkedIn) Social · before Heads up: scheduled maintenance on [date], [start]–[end] UTC. [Product] will be [impact] during this window. Live updates: [status page URL] Social · completed ✅ Scheduled maintenance is complete and everything is running normally. Thanks for bearing with us. ### Internal message (Slack or Teams) Internal · team channel Maintenance window: [date], [start]–[end] UTC. Owner: [name]. Customer impact: [impact]. Rollback plan: [link]. Support macro for tickets: [link]. Status page post: [link]. ## Scheduled maintenance announcement examples: dos and don’ts | Don’t write | Write instead | | --- | --- | | “Brief downtime this weekend.” | “The dashboard will be unavailable on Saturday, 14 November, 02:00–02:30 UTC.” | | “We’re migrating the primary RDS cluster to Aurora.” | “We’re upgrading our database to make the app faster.” | | “Some users may experience issues.” | “EU customers won’t be able to log in. US customers aren’t affected.” | | “Maintenance tonight 2–4.” | “02:00–04:00 UTC (6–8 PM PT on Friday).” | | Silence when the work runs over | “Running longer than planned; new end time 05:00 UTC. Next update at 04:30.” | ## Scheduled maintenance checklist 1. Pick a low-traffic window using your analytics, and check it against customer time zones and known events. 2. Write down the impact, the expected end time and a rollback plan. 3. Post the maintenance on your status page and notify subscribers 7–14 days ahead. 4. Brief support and sales so they can answer questions. 5. Send a reminder 24 hours before. 6. Post when the work starts. Turn on your maintenance page if the app will be down. 7. Update every 30–60 minutes if the window is extended. 8. Post “completed”, remove banners and maintenance pages, and confirm your monitoring is green. 9. For major work, share a short summary of what changed. ## Announce scheduled maintenance with Statusentry Statusentry has scheduled maintenance built in, so the announcement, reminders and completion message all come from one place. - Schedule maintenance with a start and end time and the affected services. It appears under Future Maintenance on your public status page. - Subscribers are notified when you schedule it, and Statusentry sends another notification when the window starts. - When the window starts, an incident with “Maintenance” impact is created automatically so you can post progress updates. For urgent unplanned work, create an incident with maintenance impact directly. - Mark it resolved and the completion notice goes out to your channels. - Mark maintenance as internal to notify only your team, without posting it publicly. ![Upcoming scheduled maintenance shown on a Statusentry public status page](https://statusentry.com/images/blog/wp-scheduled-future.webp) Upcoming maintenance on a Statusentry public status page ![Creating scheduled maintenance in Statusentry](https://statusentry.com/images/blog/wp-scheduled-create.webp) Scheduling maintenance in Statusentry Subscribers can be notified by email, Slack and webhook, and updates can be posted to X automatically. See [**plans and pricing**](https://statusentry.com/pricing), the [**maintenance docs**](https://docs.statusentry.com/getting-started/maintenances), or [**view the demo status page**](https://demo.statusentry.com/). ## Keep reading [All posts](https://statusentry.com/blog) ITSM 6 min read ### [What's the difference between ITSM & ITIL?](https://statusentry.com/blog/itsm-vs-itil) A deep look at how IT teams plan, create, deliver and manage end-to-end services — and how ITIL fits inside ITSM. Guides 8 min read ### [Status Page API: Automate Incidents and Maintenance](https://statusentry.com/blog/status-page-api) How status page APIs work, what the Atlassian Statuspage API offers, and how to open incidents, post updates and schedule maintenance with the Statusentry REST API, with code examples. Try Statusentry ## Communicate incidents calmly, transparently, instantly. Start with a 30-day Enterprise trial. Afterwards, keep the free plan with no time limit. 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