Maintainer Conversation Notes Template

Use this template before and after a conversation with open source maintainers.

The goal is to listen well, avoid surprise asks, and understand what kind of relationship would actually be useful.

Before the conversation

Write down what you already know.

  • Project name:
  • Your organization:
  • How your team uses the project:
  • Why the project matters:
  • Who will join the conversation:
  • What you hope to understand:

Keep the first conversation focused. It does not need to solve everything.

Questions to ask

Choose the questions that fit the relationship and the moment.

  • How is the project maintained today?
  • What kinds of contributions are easiest to review?
  • What kinds of contributions create extra burden?
  • Are there areas where documentation, testing, triage, or funding would help?
  • Are there security, release, or governance processes users should understand?
  • Are there changes your team should avoid proposing without more context?
  • Are other organizations depending on the project in similar ways?
  • What would make collaboration feel respectful and useful?

The best maintainer conversation is not a procurement interview. It is a chance to understand the work behind the software.

What your team should be ready to share

Maintainers may need context too.

Be ready to explain:

  • What your organization does.
  • How the project supports public service or mission delivery.
  • Whether you have modified the project.
  • What constraints you operate under.
  • What kind of support you might be able to offer.
  • What decisions are already made and what is still open.

Avoid implying that maintainers are responsible for your internal requirements unless there is an agreed support relationship.

Notes from the conversation

Capture practical information.

  • Maintainer priorities:
  • Current project constraints:
  • Welcomed contributions:
  • Areas where support would help:
  • Concerns or boundaries:
  • Other organizations to connect with:
  • Follow-up items:

If the conversation surfaces a lot of needs, look for the smallest useful next step.

Possible next steps

After the conversation, decide what your organization can responsibly do.

Options may include:

  • Improve internal documentation.
  • Open or clarify an issue.
  • Submit a small contribution.
  • Fund a specific need.
  • Sponsor ongoing maintenance.
  • Help convene other users.
  • Revisit whether the project is the right fit.
  • Document the relationship for future review.

A note on trust

Maintainer relationships work best when they are built slowly and honestly.

It is fine to start small. A clear issue, a documentation fix, or a respectful question can be more useful than arriving with a large proposal before the relationship is ready.

When to ask for help

Bring in support when your organization depends on a project, wants to engage with maintainers, or may need to coordinate with other users around support or stewardship.

Next step: Talk through a first step.