Retainer Agreement
For ongoing monthly clients. Covers set hours, unused hour rollover, scope boundaries, and 30-day termination notice.
When to use this contract
For ongoing monthly clients. Covers set hours, unused hour rollover, scope boundaries, and 30-day termination notice. This template is essential for Design, Development, Writing, Consulting professionals who want clear, enforceable terms before starting any client work.
Without a written agreement, you are relying on verbal promises that will not hold up in a dispute. This contract covers the most common friction points: payment delays, scope creep, intellectual property ownership, and what happens if either party wants to end the project early. It gives you a written reference you can point to when disagreements arise, which resolves most issues before they escalate.
Use this contract before you write a single line of code, design a single asset, or deliver any work product. The few minutes it takes to customise and send this template can save you weeks of unpaid invoices and legal headaches later. Over 71% of freelancers report being paid late at least once per year; a signed contract with clear payment terms is the single most effective prevention tool.
This agreement works for both one-off projects and ongoing retainer relationships. For multi-project clients, pair it with a Statement of Work for each individual engagement so the master agreement covers the relationship while each SOW covers the specific deliverables.
What's included
Parties & Term
Freelancer and client, start date and duration
Monthly Hours
Guaranteed hours per month and rate
Scope of Services
What's included and what's out of scope
Unused Hours Rollover
Rollover policy or expiration at month end
Additional Hours
Rate for work beyond monthly hours
Communication
Response time and availability windows
Payment Terms
Invoice date and payment deadline
Termination Notice
30-day written notice requirement
Refund Policy
What happens if terminated mid-month
Intellectual Property
Ownership of all deliverables
Confidentiality
NDA for client's information
Key clauses explained
Every clause in this contract exists because a real freelancer lost money or legal leverage when it was missing. Here is what each section does and why it matters.
Parties & Term
Freelancer and client, start date and duration
This clause protects your interests and establishes clear expectations for both parties. Review it carefully before signing any agreement.
Monthly Hours
Guaranteed hours per month and rate
A guaranteed minimum creates predictable income. Unused hour policies (rollover or expiration) should be explicit to prevent end-of-month disputes.
Scope of Services
What's included and what's out of scope
Defining what's out of scope protects you from 'just a quick favour' requests that consume hours without additional payment.
Unused Hours Rollover
Rollover policy or expiration at month end
A 25% rollover cap is fair to both parties. It gives the client flexibility without allowing them to bank unlimited hours indefinitely.
Additional Hours
Rate for work beyond monthly hours
Billing beyond the retainer at a defined rate, with notification at 80% consumption, prevents surprise overage invoices and gives the client control.
Communication
Response time and availability windows
A 1-business-day response commitment during standard hours sets professional boundaries. Preferred channels should be agreed upon at the start of each month.
Payment Terms
Invoice date and payment deadline
Freelancers lose billions to late payments annually. Specifying exact amounts, due dates, and late penalties in writing gives you legal leverage and often prevents delays before they happen.
Termination Notice
30-day written notice requirement
30-day written notice is standard for retainers. It gives both parties time to transition work without abrupt interruption to the client's operations.
Refund Policy
What happens if terminated mid-month
A pro-rated refund for unused hours minus a 10% administrative fee is fair. It compensates you for setup and onboarding time invested in the engagement.
Intellectual Property
Ownership of all deliverables
IP clauses determine who owns the work and when. Transferring ownership only after full payment is your strongest leverage in a payment dispute.
Confidentiality
NDA for client's information
Defining what counts as confidential protects both you and the client. It also clarifies that the obligation survives contract termination, usually for 2–5 years.
Plain-English Summary
For ongoing monthly clients. Covers set hours, unused hour rollover, scope boundaries, and 30-day termination notice.
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Sample scenario
The situation: A client pays for 20 hours/month at £2,000. They consistently request 35 hours of work but refuse to approve overage billing, claiming 'it should fit within the retainer.'
The risk without a contract: Ambiguous scope creates conflict. Without explicit hour caps, rollover rules, and overage rates, the client expects unlimited work for a fixed fee and disputes every extra hour.
How this contract helps: Hour caps, rollover limits, and overage rates are all defined upfront. The client receives notification at 80% consumption, giving them control. The pro-rated refund policy is fair if the relationship ends mid-month.