Agency retainer agreement template
A retainer is the difference between feast-or-famine project work and predictable monthly revenue — but only if the scope and terms are clear. This template defines what the client gets each month so busy and quiet periods average out fairly. Copy it below, or manage retainers, scope and invoices inside a branded client portal.
0/4 filled - the rest of the [prompts] you finish in your copy.
Bills an agreed number of hours/capacity each month.
RETAINER AGREEMENT This Retainer Agreement is made on [date] between [Agency name] ("Agency") and [Client name] ("Client"), and is governed by the [Master Services Agreement dated [date] / terms set out in this agreement]. 1. SERVICES INCLUDED (MONTHLY) Each month the Agency provides: - [Service, e.g. "Up to 20 hours of design and production"] - [Service, e.g. "One strategy call + a monthly performance summary"] Be specific - this list defines the retainer and what "in scope" means. 2. FEE & TERM - Monthly fee: [amount], invoiced [in advance], terms [Net 15] - Initial term: [e.g. 3 months], then continues month-to-month - Notice to cancel: [30] days, in writing 3. SCOPE & CAPACITY - Included each month: [hours or deliverable volume] - Overage / out of scope: billed at [rate], or agreed via change order first 4. ROLLOVER - Unused capacity [does / does not] roll over [up to [N] hours, for one month only]. - Rolled-over capacity is used before the current month's. 5. RESPONSIVENESS - Agency response time: [e.g. 1 business day] - Client feedback turnaround: [e.g. 3 business days] (Sustained delays on the Client's side may push work into a later month.) 6. REPORTING - The Agency shares a [monthly report / live status page] showing work delivered and capacity used, by [the [N]th of each month]. 7. LATE PAYMENT - If an invoice is [N] days overdue, the Agency may pause work until it's settled. Paused time is not credited or rolled over. 8. INTELLECTUAL PROPERTY - On payment of the invoice covering it, ownership of delivered work passes to the Client. The Agency keeps its pre-existing tools and may feature the work in its portfolio. 9. CONFIDENTIALITY - Each party keeps the other's non-public information confidential. 10. TERM & TERMINATION - After the initial term, either party may cancel with [30] days' written notice. Fees for the notice period are due, and work in progress is paused or handed over cleanly. 11. WARRANTY & LIABILITY - The Agency provides the services with professional skill. Neither party's total liability exceeds the fees paid in the [3] months before a claim. SIGNED Agency: __________________ Name: [name] Title: [title] Date: ________ Client: __________________ Name: [name] Title: [title] Date: ________
pick a version, copy it, or download as .docx or .pdf — then make it yours.
How to fill it in
Define 'included' precisely
A vague retainer churns. Spell out the monthly services or capacity (hours or deliverable volume) so both sides know what 'enough' is.
Set the term and notice
An initial term (say 3 months) then month-to-month, with written notice to cancel, protects both sides from whiplash.
Decide rollover up front
Say whether unused hours roll over and how far. Silence here causes the awkward end-of-month conversation.
Put responsiveness in writing
Your response time and the client's feedback turnaround keep a retainer from quietly becoming on-demand.
Make value visible monthly
Name the report or live page that shows delivered work and hours used - it's what makes renewal automatic.
A filled-in retainer
A realistic, filled-in version - so you can see what good looks like before you start.
RETAINER AGREEMENT
This Retainer Agreement is made on 1 May 2026 between Northwind Studio ("Agency") and
Acme Roasters Inc. ("Client"), governed by the MSA dated 1 Mar 2026.
1. SERVICES INCLUDED (MONTHLY)
Each month the Agency provides:
- Up to 20 hours of design and production
- One strategy call + a monthly performance summary
2. FEE & TERM
- Monthly fee: $4,000, invoiced in advance, Net 15
- Initial term: 3 months, then month-to-month
- Notice to cancel: 30 days, in writing
3. SCOPE & CAPACITY
- Included each month: 20 hours
- Overage: billed at $150/hr, or agreed via change order first
4. ROLLOVER
- Unused hours roll over up to 5 hours, for one month only; rolled-over hours used first.
5. RESPONSIVENESS
- Agency response time: 1 business day
- Client feedback turnaround: 3 business days
6. REPORTING
- Live status page showing work delivered and hours used, by the 3rd of each month.
7. LATE PAYMENT
- If an invoice is 14 days overdue, work pauses until it's settled.
8. INTELLECTUAL PROPERTY
- On payment, ownership of delivered work passes to Acme; Northwind keeps its own tools.
9. CONFIDENTIALITY
- Both parties keep each other's non-public information confidential.
10. TERM & TERMINATION
- After 3 months, either party may cancel with 30 days' written notice; the notice period is billed.
11. WARRANTY & LIABILITY
- Services provided with professional skill; liability capped at the last 3 months' fees.
SIGNED
Agency: ___Maya R.___ Name: Maya Rourke Title: Principal Date: 1 May 2026
Client: ___Dana P.____ Name: Dana Park Title: CMO Date: 1 May 2026This is a starting template, not legal advice. Have a qualified professional review any agreement before you rely on it.
Common mistakes
- A vague 'included services' line, so the client expects everything and you bleed hours.
- No overage rate, so out-of-scope work is either free or an awkward fight.
- Staying silent on rollover, then arguing about unused hours every month.
- No initial term, so the client can leave the week after you've staffed up for them.
- Never showing what was delivered, so renewal feels like a cost, not a result.
Make the retainer self-evident every month
Retainers churn when the client can't see the value they're paying for. Forge gives each retainer client a branded portal showing what was delivered, hours used, and invoices — so renewal is a no-brainer.
Frequently asked questions
What is an agency retainer?
A recurring arrangement where a client pays a fixed monthly fee for an agreed set of services or capacity.
What should a retainer agreement include?
Included services, monthly fee and term, scope/capacity, overage and rollover rules, responsiveness, reporting, and termination terms.
How do you reduce retainer churn?
Make value visible every month — a live portal or report showing delivered work, hours used, and outcomes makes renewal obvious.