A Guide to Create WordPress Maintenance Reports for Clients 

As a WordPress agency, we are often asked how to create WordPress maintenance reports for clients easily. This is a question we all think about while maintaining client’s WordPress websites. 

Think of it this way: a client trusts you with his website maintenance, and you, in return, present them with a clean, detailed, and expansive report on how your service adds value to their site. 

If you look closely, it’s basically about demonstrating your work and maintaining a transparent relationship with your client. Keeping your client’s WordPress websites running smoothly isn’t just about ticking off technical tasks—it’s also about keeping the lines of communication open. Clear updates build trust and show clients the real value you bring to the table.

While you can create your own maintenance reports, you can also create white-label reports with white-label WordPress maintenance. In this guide, we’ll chat about how to create a WordPress maintenance report that keeps your clients informed and happy. 

So let’s get started.

The Importance of WordPress Maintenance Reports for Clients

If you are thinking, about why is it important to create  WordPress Maintenance reports for clients, then you must understand the importance of it. Maintenance reports play a very crucial role in website management. It basically makes it easier for you to communicate with clients while showcasing your expertise and the value you bring. This helps build trust, provide clarity, and ensure proactive management of your client’s website. 

Now, these reports go beyond just listing tasks. By covering updates, security checks, and performance improvements, they highlight your technical skills and reassure clients about the quality of your work. These regular WordPress maintenance reports also help clients see the importance of ongoing support & maintenance, highlighting how it keeps their websites running smoothly and securely. 

By shedding light on the behind-the-scenes work, maintenance reports bridge the knowledge gap. They give clients confidence that their website is in capable hands and that any potential issues are being handled proactively. This kind of transparency goes a long way in strengthening trust and boosting client satisfaction. 

Also know about: Best Monthly WordPress Website Maintenance Plans for Your Business

Key Elements WordPress Maintenance Report

Now, let’s get to some serious work. What should we include in the WordPress maintenance report for clients? Hmm, let’s see. A WordPress maintenance report must include everything important that helps explain to clients the work that has been done on the site. 

Let’s explore the important things to include in the WordPress maintenance report for clients. 

Security Updates

Your clients may not be familiar with the technical side of things, but they definitely value security. Use your reports to highlight updates you’ve completed for WordPress core, themes, and plugins. Keep it simple—mention how these updates help fix and check vulnerabilities and protect the site from potential threats. It’s a great way to show them you’re keeping their website safe.

Backups

Reassure your clients that their website data is in good hands. Briefly outline your backup process, such as how often you back up and where the backups are stored. Mentioning off-site or cloud storage solutions, like Google Drive or Dropbox, can add an extra layer of confidence and trust in your reliability. 

Website speed is crucial for a great user experience and improving SEO. Use your report to share the steps you’ve taken to boost performance. Whether it’s updating plugins, optimizing images, or reducing page load times, let your clients know the effort you’re putting in behind the scenes to keep their site running smoothly. 

Uptime Monitoring

If you monitor website uptime, be sure to include the overall uptime percentage in your report. A quick explanation of why high uptime is important—for both user experience and search rankings—helps your clients see the value of this service and your attention to detail.

Manual Tasks Performed

Go the extra mile by listing any additional work you’ve done for their website. Whether it’s fixing bugs, updating content, adding new blog posts or landing pages, or implementing new features, it’s all worth mentioning. These details remind your clients of the personalized website care and effort you put into maintaining their website.

Future Recommendations

Take your service a step further by including recommendations for future improvements or maintenance tasks. Whether it’s adding new features, improving design, or implementing additional security measures, this shows your proactive approach and commitment to your client’s long-term success. It’s a great way to position yourself as a partner in their growth, not just a service provider.  

Check this out: WordPress maintenance and support providers 

How to Create WordPress Maintenance Reports for Clients 

Now, let’s get to creating WordPress Maintenance reports for clients. What is the simplest way to send WordPress maintenance reports to your clients? Use a plugin like WP Client Reports. 

This free plugin is a lifesaver for freelancers, agencies, and website managers who want to streamline reporting. 

WP-Client Reports keeps track of updates to plugins, themes, and WordPress core files. It even logs any new posts, pages, or comments added to the website—making it super easy to show clients what’s been done.

So, let’s check out the step-by-step guide Create WordPress Maintenance Reports for Clients: 

Step 1: Install and Activate the WP-Client Reports Plugin

First, install and activate the WP-Client Reports plugin. If you’re unsure how to do this, check out our guide on installing a WordPress plugin.

Step 2: Configure Plugin Settings

After activation, go to Settings » WP Client Reports from your WordPress dashboard. Here, you’ll find options to customize your email settings for the reports.

• Change the report name.
• Add email addresses to which to send the report.
• Set the “Send From” email address and more.

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Step 3: Add Custom Email Details

Scroll down to explore additional settings:

• Add the site name for personalization.
• Write an introduction message for the email.
• Edit the email footer text.

Ensure you enable the options to track software updates and site content changes for a complete report.

Once you’re done, click the Save Settings button.

Step 4: View and Customize the Report

Click the View Reports button to see your client report.

• The report will display the total updates you’ve made, including WordPress core updates, plugin updates, and theme updates.
• You can also select a specific date range to filter stats. By default, it shows maintenance data from the past 30 days.
• The plugin highlights which files, plugins, and themes were updated, along with their old and new version numbers.

Step 5: Add Content and Maintenance Details

The report also includes stats for new posts, pages, and comments added during the selected period. Use this feature to showcase the value of your efforts and provide transparency about all changes made.

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Step 6: Email the Report to Clients

Once you’re happy with the report, it’s time to send it!

1. Click the Email Report button at the top.
2. A popup window will appear.
3. Check the report title and enter your client’s email address in the Send Report Email To field.
4. Add a custom message in the Report Email Introduction field. You can include details about tasks like website backups, security updates, uptime monitoring, performance optimization, and any manual maintenance activities.
5. Click Send Now to email the report.

That’s It!

You’ve successfully created and sent a WordPress maintenance report to your clients. It’s a simple yet powerful way to keep your clients informed and show them the value of your services!

Know more: Outsourcing WordPress Maintenance Tasks to Maximize Efficiency

Customizing Reports for Different Clients

Every client is different, and your reports should reflect that! Tailoring your WordPress maintenance reports to meet each client’s unique needs shows you’re not just ticking boxes—you’re delivering real value. 

Here’s how to make your reports stand out:

Use Tokens and Templates

Many tools extension make it easy to craft dynamic, professional reports. By using tokens, you can customize reports to include or exclude details like plugin updates, security scans, and content changes. Add a personal touch with custom text, images, and even the client’s contact details—it’s all about making the report relevant and relatable.

Branding and Personalization

Want your reports to leave a lasting impression? Add your company logo, colors, and branding with tools like WP Client Reports Pro. It’s a small detail that goes a long way in reinforcing your professionalism and showing clients you care. Plus, personalized reports make your clients feel valued and help build trust.

Learn: How to Build Creative WordPress Portfolio Sites for Agency Clients

Automate the Reporting Process

Consistency is key, and automation saves you time while ensuring your clients always receive timely updates.

• Scheduled Reports: Set up automated weekly or monthly reports so you don’t have to worry about manually sending them out.
• Integrations: Include data from tools like Google Analytics, uptime monitoring services, or backup solutions. It gives clients a full picture of their website’s performance, making the report more comprehensive.

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Highlight Key Metrics That Matter

Not all clients care about the same things. A small business might want to see uptime and website speed tools, while an e-commerce site client might prioritize traffic, conversions, and updates. Focus on metrics that align with their specific goals to make your reports more meaningful.

Add Visuals for Extra Clarity

Numbers and stats are great, but visuals take your reports to the next level. Use charts, graphs, or screenshots to highlight trends, like improved site speed or reduced downtime. Visuals make data easier to digest and help clients see the impact of your work at a glance.

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Provide Actionable Insights

Data is good, but recommendations are better. Show your proactive side by including actionable suggestions in your reports. For example:

• Recommend a plugin update to boost functionality.
• Suggest additional security measures if vulnerabilities are detected.

This reinforces your role as a trusted advisor, not just a service provider.

Track Client Feedback

Close the loop by inviting client feedback in your reports. Include a section for comments or approval, especially if a major update was applied. It fosters collaboration and ensures your efforts align with their expectations.

Further reading: Agency Workflow Automation: Streamline WordPress Development and Maintenance with White-Label Services 

Conclusion 

Creating WordPress maintenance reports isn’t just about ticking boxes—it’s about building trust and showing your clients the value you bring. A good report keeps them in the loop, reassures them their website is in great hands, and highlights all the hard work you’re doing behind the scenes.

By personalizing reports, automating where you can, and adding actionable insights, you’re not just delivering a document—you’re strengthening your relationship with your clients. Transparency, consistency, and a little extra effort go a long way in keeping your clients happy and your partnerships strong.

Start crafting thoughtful, client-focused reports today, and see how it makes a difference in how your clients see your work!