Proposal template
Retainer Proposal Template
A project ends; a retainer renews. That changes what the proposal has to answer: not 'what will you build' but 'what do I get every month, how will I know I got it, and how do I leave'. This template answers all three, with a standing services table, response times you can be held to, a monthly fee with the overage rule stated, and the exit terms in the body rather than the small print.
Ongoing support for Oakline Dental Partners
A monthly retainer: a named team, agreed response times, and work that compounds instead of restarting.
What this is
Project work leaves when the project does. A retainer keeps the people who learned how Oakline Dental Partners works, so the second month starts where the first finished rather than at the beginning.
Every month you get the services below, from a named team, inside agreed response times. No scoping cycle, no re-onboarding, and no minimum term beyond the first three months.
What's included every month
The standing scope. Anything outside it is quoted before it starts, never invoiced after.
| Service | What it covers | Cadence |
|---|---|---|
| Local SEO | Listings, reviews, and location pages for all 18 practices | Ongoing |
| Content | Four articles a month on the treatments patients search for | Weekly |
| Reporting | Rankings, traffic, booked appointments, and hours drawn down | Monthly |
| Review | A working session on priorities for the coming month | Monthly |
| Support | Named contact, shared channel, agreed response times | Ongoing |
Unused hours roll over one month. Hours beyond the retainer are agreed in writing first and billed at the rate below.
Service levels
What you can hold us to.
How we work together
One channel
A shared channel with your team and ours. No ticket portal, no forwarding.
A monthly rhythm
Priorities agreed at the start of the month, results reviewed at the end of it.
Visible drawdown
You can see hours used against hours included at any point, not just on the invoice.
Nothing unagreed
Work beyond the retainer is quoted and approved before it starts.
Your team
The same people every month. That is most of what you are paying for.
Luis Moreno
Accountable for the retainer and your named contact.
Aisha Grant
Plans and edits the monthly articles and keeps every location page current.
Investment
One monthly fee, billed in advance.
Monthly retainer
The scope above, every month.
Billed monthly in advance. Additional hours at $150/hour, agreed in writing before the work starts. Reviewed together at six months, adjusted only by agreement.
How to leave
Stated here rather than in the small print, because a retainer nobody can leave is a retainer nobody signs.
Minimum term
Three months. After that it runs month to month.
Notice
30 days in writing, any time after month three. No exit fee and no final-month charge.
What you keep
Everything produced during the retainer, plus an export of your data and a written handover in the final month.
Pausing instead
The retainer can be paused once for up to two months, holding your rate and your team.
To start
Confirm the scope
Reply with any change to the services table above.
First month's priorities
A 45-minute session in the week before we start.
Go
First working day of December.
Questions? Reach Luis Moreno at luis@brightside.example.
Terms
This proposal is valid for 30 days. The retainer is billed monthly in advance with a minimum term of three months, after which it continues month to month until ended by either party on 30 days' written notice. Included hours roll over for one month and are not otherwise refundable. Work beyond the retainer is agreed in writing in advance and billed at the stated rate. Full terms of service apply.
A live render of this template with a sample deal, not a mockup. Your version uses your brand, pricing, and proof.
Who this template is for
- Agencies, consultancies, and freelancers selling ongoing work
- Turning a finished project into a monthly relationship
- Clients who've been burned by retainers that were hard to leave
Veew drafts the retainer from the deal: the services from what the client asked for on your calls, ordered by what matters most to them, and the fee from the deal amount. The AI is told to leave service levels marked until your delivery team confirms them, and never to make leaving sound harder than your terms do.
What's inside
The sections, and the job each one does
What this is
Why continuity is worth paying for at this account, then three facts: rolling monthly after month three, hours included, response time.
What's included every month
The standing scope as a table, with reporting and a monthly review always on it. Anything outside it is quoted before it starts.
Service levels
First response, standard turnaround, reporting, a named contact: commitments that get measured, on a dark band.
How we work & your team
One channel, a monthly rhythm, visible drawdown of hours; then the same named people every month.
Investment
One monthly fee billed in advance, included hours, and the overage rate agreed in writing before any extra work.
How to leave & how to start
Minimum term, notice, what they keep, the option to pause; then three small steps to the first month.
FAQ
What should a retainer proposal include?
The monthly scope, how much is included (hours or deliverables), service levels, how you'll report, the team, the fee and overage rate, the minimum term, and how either side ends it. The exit terms matter more than most firms think: they're what make a client comfortable signing.
How do you price a retainer?
Usually a fixed monthly fee for a defined scope or block of hours, with work beyond it quoted in advance at a stated rate. Say what happens to unused hours (rolled over or not) before the first invoice, not after.
What's a reasonable minimum term for a retainer?
Three months is common: long enough to get past onboarding and show results, short enough that the client isn't locked in. After that, month to month with 30 days' notice is what this template uses.
Templates are the start, not the point
Your deal writes the rest.
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