RETAINER STATEMENT OF WORK ========================== Disclaimer — not legal advice. This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use SOW reference: [SOW-NUMBER] | Date: [DATE] Provider: [YOUR BUSINESS NAME] ("Provider") | Client: [CLIENT LEGAL NAME] ("Client") Governing agreement: [RETAINER AGREEMENT AND DATE] Client request contact: [NAME], [EMAIL] — the person who submits and prioritizes requests. 1. Retainer summary ------------------- Field | Detail --------------------- | --------------------------------------------------------- Retainer type | [ ] Hours [ ] Deliverables [ ] Hybrid Monthly fee | [CURRENCY] [AMOUNT], invoiced [in advance on the 1st] Monthly allowance | [N] hours / see section 3 Effective hourly rate | [CURRENCY] [AMOUNT] (for overage and rollover arithmetic) Start date | [DATE] Minimum term | [3] months After minimum term | Month to month, [30] days' written notice Rate review | Every [12] months, with [60] days' notice of any change 2. What the retainer covers --------------------------- Included work types: - [e.g. design updates to existing marketing materials] - [e.g. new social graphics using existing templates] - [e.g. website content edits and minor layout changes] - [e.g. monthly strategy call, up to [60] minutes] - [e.g. email and chat support for the Client team] Not included (quoted separately as a project): - [e.g. new brand identity or website redesign] - [e.g. any single request estimated above [N] hours] - [e.g. printing, media spend, stock or software subscriptions] - [e.g. work for affiliated companies or other brands] 3. Monthly allowance -------------------- Hours retainer: [N] hours per calendar month, logged in [15]-minute increments. Time spent on requests, revisions, calls and project communication counts toward the allowance. [ ] Internal admin and invoicing do not count. Deliverables retainer (if used): Deliverable | Quantity per month | Definition --------------- | ------------------ | ------------------------ [DELIVERABLE 1] | [N] | [SIZE / FORMAT / ROUNDS] [DELIVERABLE 2] | [N] | [SIZE / FORMAT / ROUNDS] 4. Rollover and expiry ---------------------- Choose one model and delete the others. - [ ] No rollover. Unused hours expire at the end of each month. - [ ] Capped rollover. Up to [20]% of the monthly allowance ([N] hours) carries into the next month only. Rolled hours are used first and expire at the end of that month. Rolled hours do not roll again. - [ ] Quarterly pool. The allowance is counted per calendar quarter ([N] hours). Unused hours expire at quarter end. Unused hours are not refunded and do not reduce the monthly fee. Rolled hours expire on termination. 5. Overage ---------- 5.1 When usage reaches [90]% of the allowance, the Provider notifies the Client with the remaining hours and any queued requests. 5.2 Work above the allowance starts only after written approval from the Client request contact. 5.3 Approved overage is billed at [CURRENCY] [RATE] per hour, invoiced with the next monthly invoice. 5.4 If overage exceeds [N] hours in two consecutive months, the Provider will propose a revised tier. 6. Requests and response times ------------------------------ 6.1 Requests are submitted through [WORKSPACE / EMAIL / PROJECT CHAT], one request per item, with any needed files and a desired date. 6.2 Response time: the Provider acknowledges and estimates each request within [1] business day. 6.3 Turnaround: small requests (under [2] hours) are completed within [3] business days; larger requests receive a delivery date with the estimate. 6.4 Working hours: [DAYS], [TIME] to [TIME] [TIMEZONE]. Requests after [TIME] are received the next business day. 6.5 Urgent requests: same-day work is [ ] not offered [ ] offered at [1.5]x the hourly rate, subject to availability. 6.6 When requests exceed the remaining allowance, the Client decides priority order. 7. Reporting ------------ By the [3rd] business day of each month the Provider sends a usage report showing: Item | Shown ------------------------------------------ | ----- Hours used, by request | Yes Rolled hours used and expiring | Yes Requests completed, in progress and queued | Yes Overage approved and billed | Yes Recommendations for next month | Yes A [30]-minute review call is held [monthly / quarterly]. 8. Payment ---------- 8.1 The monthly fee is invoiced on the [1st] and due within [N] days. Work for the month begins once the invoice is paid. 8.2 Overage and pre-approved expenses are added to the following month's invoice. 8.3 Late payment terms and suspension rights follow the governing agreement. 9. Changes and ending --------------------- 9.1 Changes to allowance, included work types or response times are made by issuing a revised SOW signed by both parties. 9.2 On ending, the Provider completes or hands over in-progress requests as agreed, delivers files for paid work and removes its own access to Client systems. # | Effective date | Change | New monthly fee | Approved by - | -------------- | ------------- | ------------------- | ----------- 1 | [DATE] | [DESCRIPTION] | [CURRENCY] [AMOUNT] | [NAME] 10. Acceptance -------------- Provider | Client ------------------------------- | ------------------------------- Signature: ____________________ | Signature: ____________________ Name: [NAME] | Name: [NAME], [TITLE] Date: [DATE] | Date: [DATE] ------------------------------------------------------------ How to use this template 1. Pick one rollover model in section 4 and delete the other two before sending. 2. Make the exclusions list in section 2 specific to this client's likely requests. 3. Set your time tracking to the increment in section 3 from day one. 4. Send the section 7 report even in quiet months; it is what justifies renewal. Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.