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Retainer Letter
"I need a Retainer Letter for my IT consulting firm to provide ongoing technical support and system maintenance services to a mid-sized manufacturing company, starting from March 2025, with monthly reporting requirements and a dedicated support team."
1. Letter Header and Date: Professional letterhead, date, and reference number if applicable
2. Client Details: Full name and address of the client being addressed
3. Subject Line: Clear indication that this is a Retainer Letter/Engagement Letter
4. Introduction: Opening paragraph thanking the client for choosing the firm and confirming the engagement
5. Scope of Services: Detailed description of services to be provided under the retainer arrangement
6. Fee Structure: Clear outline of retainer fees, billing rates, and payment terms
7. Term and Renewal: Duration of the retainer arrangement and renewal terms
8. Professional Team: Key personnel who will be handling the engagement
9. Communication Protocol: How communications will be handled and who the primary points of contact are
10. Confidentiality Statement: Commitment to maintaining client confidentiality
11. Closing and Acceptance: Signature blocks and acceptance confirmation process
1. Conflict Check Statement: Statement confirming no conflicts of interest exist, particularly important for legal services
2. Regulatory Compliance: Specific statements required by regulatory bodies, especially for regulated professions
3. Document Retention: Policy on retention of client documents and data
4. Limitation of Liability: Optional limitations on professional liability where permitted by law
5. Insurance Coverage: Details of professional indemnity insurance, if relevant to the service
6. Termination Provisions: Detailed termination clauses if more complex than standard notice periods
7. Anti-Money Laundering: AML compliance statements for financial or legal services
8. Intellectual Property Rights: IP ownership clauses where work product includes intellectual property
1. Fee Schedule: Detailed breakdown of fees, rates, and payment terms
2. Service Level Details: Specific deliverables and service standards
3. Team Structure: Detailed team composition and hierarchy if complex engagement
4. Required Client Information: List of documents and information needed from the client
5. Compliance Checklist: Regulatory requirements and compliance procedures if applicable
Authors
Legal Services
Management Consulting
Information Technology
Financial Services
Healthcare
Real Estate
Manufacturing
Education
Media and Entertainment
Professional Services
Public Relations
Marketing and Advertising
Human Resources
Engineering Services
Environmental Services
Legal
Finance
Procurement
Operations
Compliance
Risk Management
Business Development
Administration
Project Management
Corporate Secretarial
Human Resources
Strategy
Chief Executive Officer
Chief Legal Officer
General Counsel
Chief Financial Officer
Managing Director
Head of Procurement
Legal Director
Finance Director
Operations Manager
Procurement Manager
Contract Manager
Business Development Manager
Company Secretary
Compliance Officer
Project Manager
Department Head
Practice Head
Managing Partner
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