Flori / Templates

Retainer agreement template for agencies and freelancers

By the Flori team · Published 2026-10-28 · Updated 2026-10-29

A retainer agreement is a contract where a client pays a fixed amount each month for a defined amount of your time or a defined set of services. It states what the monthly fee covers, how unused time is handled, how fast you respond, and how either side can stop. Use it for ongoing work that repeats, not one-off projects.

This template is a starting point, not legal advice; have a lawyer review it for your country or state. If you are new to the model, read what a retainer is first.

The template

Copy the numbered clauses into a doc and replace the brackets.

1. Parties and start date: [Your business] ("Provider") and [Client legal name] ("Client"), starting [Date].
2. Services covered: The monthly fee covers [list of services, for example: up to 12 hours of design and development, one monthly report, one strategy call].
3. Not covered: [Items billed separately: new projects, ad spend, software licenses, work over the monthly allowance.]
4. Monthly fee: [Amount and currency], invoiced on the [day] of each month in advance, due within [number] days.
5. Hours or allowance: [Number] hours or [number] requests per month. Time is tracked and reported [weekly or monthly].
6. Unused time: Unused hours [expire at month end, or roll over for one month up to a cap of number hours].
7. Overage: Work above the allowance is billed at [rate] per hour, and only with the Client's written approval.
8. How to request work: The Client sends requests to [email or channel]. The Provider confirms scope and estimate within [number] business days.
9. Response and turnaround: Requests are acknowledged within [number] business hours. Standard tasks are delivered within [number] business days.
10. Term and renewal: Initial term of [number] months, then renews monthly until ended.
11. Rate changes: The Provider may change the fee with [number] days' written notice before a renewal.
12. Cancellation: Either side may end the agreement with [number] days' written notice. Fees for the notice period are payable.
13. Ownership, confidentiality, liability: [Clauses from your main freelance contract or master agreement, or "As set out in the master agreement dated date".]
14. Signatures: Name, title, date and signature for each party.

The scope as a table

Put the monthly allowance in a table the client can see, so nobody argues about what "included" means.

What does a completed retainer agreement look like?

A completed retainer agreement defines the regular fee, monthly work allowance, response times, rollover rules and cancellation terms.

Fieldwork Studio, a three-person agency, signs a retainer with Northwind Bakery. Names are invented.

1. Parties and start date: Fieldwork Studio and Northwind Bakery Ltd, starting 1 December 2026.
2. Services covered: Up to 12 hours a month of website updates, email design and small fixes; one 45-minute call; a one-page summary by the 5th.
3. Not covered: New pages beyond two per month, photography, paid advertising.
4. Monthly fee: 1,800 USD, invoiced on the 1st, due in 7 days.
5. Hours: 12 hours a month, tracked and reported monthly.
6. Unused time: Up to 3 unused hours roll over for one month; the rest expire.
7. Overage: 160 USD per hour with written approval.
8. Requests: Sent to hello@fieldwork.example; scope and estimate confirmed within one business day.
9. Turnaround: Acknowledged the same business day; small tasks in three business days.
10. Term: Three months, then monthly.
11. Rate changes: 30 days' notice.
12. Cancellation: 30 days' written notice.

How do I use a retainer agreement template?

Use a retainer agreement template to define the allowance in measurable units and agree rollover rules before the first month ends.

1. Define the allowance in units the client can count: hours, requests or deliverables. "Ongoing support" is not a unit.
2. Decide rollover before the first month ends. Expiring hours feel unfair unless you say so up front.
3. Set a request channel. One inbox or board keeps requests from scattering across chat, text and calls.
4. Report usage every month, even if the client never asks. It justifies the fee.
5. Review the fee every few months. If the client uses far less or far more than the allowance, change the allowance.
6. Common mistakes: unlimited requests for a fixed fee; no notice period; no cap on rollover; letting retainer work slide into unpaid project work, a quiet form of scope creep.

Agencies running several retainers at once benefit from a shared view of hours used per client; see the agencies page.

How can I manage a retainer agreement and monthly work in Flori?

In Flori, the signed retainer can live as a doc linked to the client, with a recurring project or task list for the monthly work. Use the time log on tasks to see hours against the allowance. An assistant such as Claude or ChatGPT connected to your Flori workspace can draft the agreement from your deal notes, and you can request submission for review before using the draft.

Flori does not do e-signatures and does not send invoices or collect payment. Sign and invoice with your usual tools. On Premium you can record each invoice and payment received against the client.

FAQ

What is a retainer agreement? A retainer agreement is a contract in which a client pays a regular fee, usually monthly, to keep a freelancer or agency available for a defined scope of work. It sets the monthly fee, the allowance of hours or requests, response times, rollover rules and how to cancel.

How much should a retainer cost? Start from the hours you commit multiplied by your rate, then adjust for the guaranteed availability and lower sales effort. Many providers discount slightly for the commitment. Price it so a typical month is profitable even when the client uses the full allowance.

Should unused retainer hours roll over? There is no single rule. Many providers let a small number of hours roll over for one month, and let the rest expire. Whatever you choose, write it in the agreement before the first month so there are no surprises.

What notice period should a retainer have? Thirty days is common for both sides. It gives the provider time to replace the income and the client time to find a new supplier. Longer notice suits retainers where you reserve a lot of capacity.

What is the difference between a retainer and a project contract? A project contract covers a defined result with an end date. A retainer covers ongoing work in monthly cycles with no fixed end. Many agencies sign a project first, then offer a retainer to look after the result.

Can Flori send my retainer invoices? No. Flori does not send invoices or collect payment. You can track hours on tasks, and on Premium record invoices and payments against the client, while sending the invoices with your usual tool.