Retainer scope template: what a monthly retainer includes, and what it does not
A retainer scope template: monthly hours or deliverables, what is included, response times, rollover rules, reporting and what counts as extra. Copy it with a filled example.
A retainer works when both sides know what the monthly fee buys. Write down the hours or deliverables, the response times, and what counts as extra.
When to use it
When you sell ongoing work for a monthly fee: marketing, design, development, bookkeeping, consulting.
The template
Retainer scope · [client] · [start date] · reviewed every [3] monthsMONTHLY FEE: [amount]WHAT IS INCLUDED EACH MONTHOption A, hours: [number] hours of [type of work]Option B, deliverables:- [Deliverable] × [number]- [Deliverable] × [number]ALSO INCLUDED- [Number] calls of [length]- Reporting: [what, when]- Response time: [within X business hours]NOT INCLUDED- [Work types that are quoted separately]UNUSED HOURS: [roll over for one month / do not roll over]EXTRA WORK: [rate], approved in writing before it startsREVISIONS: [number] rounds per deliverableREVIEW: every [3] months we compare hours used with hours included.
A filled example
Retainer scope · Northwind Coffee · July 1 · reviewed every 3 monthsMONTHLY FEE: $3,000WHAT IS INCLUDED EACH MONTH- 4 blog posts, up to 1,200 words each- 12 social posts- 1 email newsletterALSO INCLUDED- 2 calls of 30 minutes- Reporting: one-page report by the 5th of each month- Response time: within 1 business dayNOT INCLUDED- Paid ads management- Photography and video- Website changesUNUSED HOURS: n/a, deliverables-basedEXTRA WORK: $95 an hour, approved in writing firstREVISIONS: 2 rounds per deliverableREVIEW: every 3 months we compare time spent with the fee.
Tips
- Track every hour, even on a deliverables retainer. Otherwise you will not know when it stops paying.
- Count calls and revisions. They are the hours that disappear.
- Review every quarter. Raise the fee or cut the scope before you resent the client.
Where M-Tracker fits
M-Tracker times each task by client and project, shows revision time on its own line, and, for admins, shows margin: billable value against labour cost. You see a retainer going wrong in month two, not month twelve. No screenshots and no activity tracking.
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Questions people ask
Hours or deliverables?
Deliverables are easier for clients to understand. Hours are safer for you when work is unpredictable. Many agencies start with deliverables and track hours behind the scenes.
Should unused hours roll over?
One month at most, or not at all. Big rollovers turn into a rush of work later.
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