Solo Biz Soft Editorial Team A retainer is an ongoing arrangement where a client pays you a regular fee for a set amount of work or availability. For freelancers it means steadier income and fewer sales conversations. This guide covers how to price, structure and write one.
Types of retainer
- Hours-based: a set number of hours each month.
- Deliverable-based: a fixed list of outputs each month, such as four articles.
- Availability-based: the client pays to have you on call, for example for support.
How to price a retainer
- Estimate the hours the work needs each month.
- Multiply by your rate. Use the hourly rate calculator if you are unsure.
- Decide whether to give a small discount for the commitment, or charge a premium for priority.
- Round to a simple monthly fee.
What to include in the agreement
- Exactly what is covered each month
- How unused hours or deliverables are handled: lost or carried over
- What happens when the client needs more, and the extra rate
- Response times, if you offer them
- Payment date, usually at the start of the month
- Notice period to end the agreement
- Start date and a review date
Sample wording
The Client will pay [MONTHLY FEE] on the first working day of each month for up to [NUMBER] hours of [SERVICE]. Unused hours [EXPIRE AT THE END OF THE MONTH / CARRY OVER FOR ONE MONTH]. Additional work will be charged at [RATE] per hour with the Client’s approval. Either party may end this agreement with [NUMBER] days’ written notice.
Tips
- Start with a shorter term, such as three months, then renew.
- Track your hours so you can show the value.
- Review the fee every year.
- Send the invoice with the free invoice generator on the same day each month.
Frequently asked questions
Are retainers better than project work?
They give steadier income, but you take on a longer commitment. Many freelancers mix both.
What if the client does not use all the hours?
Say in advance whether unused hours expire or carry over. Expiring is common because you kept the time available.
How much notice should I ask for?
Thirty days is common. Choose what suits your situation.
Related reading: Freelance Contract Template · How to Price Freelance Projects
This article is general information, not legal or tax advice. Rules differ by country, so check what applies to you.
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