An engagement letter is a crucial document that outlines the scope of services, responsibilities, and terms of agreement between a professional and their client. It serves as a roadmap, ensuring both parties are on the same page and minimizing potential misunderstandings. A well-crafted engagement letter protects both the professional and the client by clearly defining the boundaries of the work and setting expectations from the outset.
The purpose of an engagement letter is to provide transparency and build trust. It clearly spells out the fees, payment schedules, and termination clauses, preventing surprises down the line. Whether you’re a lawyer, accountant, consultant, or freelancer, using an engagement letter is a best practice to establish a professional and legally sound relationship with your clients. This document protects both parties from scope creep and unpaid bills.
Engagement Letter Samples
Here are several examples of different clauses and structures for an engagement letter across various industries. Remember to adapt these samples to your specific needs and consult with legal counsel to ensure compliance with all applicable laws and regulations.
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Sample 1: Accounting Services
[Your Accounting Firm Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter for Accounting Services
Dear [Client Name],
This letter confirms our understanding of the terms of our engagement to provide accounting services to [Client Name] for the year ending [Date]. Our services will include preparation of your financial statements in accordance with generally accepted accounting principles (GAAP), and preparation of your federal and state income tax returns.
Our fees for these services will be $[Amount] per year, payable quarterly in advance. Payment is due within 30 days of invoice.
We will rely on you to provide us with all the necessary information and documentation required to complete these services accurately and timely. We are not responsible for errors resulting from inaccurate or incomplete information provided by you.
Either party may terminate this agreement with 30 days written notice.
Please sign and return a copy of this letter to indicate your acceptance of these terms.
Sincerely,
[Your Name]
[Your Title]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 2: Legal Services (Contract Review)
[Law Firm Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter for Contract Review Services
Dear [Client Name],
This letter confirms our agreement for us to provide you with legal services relating to the review of a proposed contract between you and [Other Party Name]. Our services will be limited to reviewing the contract and providing you with our legal advice regarding its terms and potential risks and benefits. We will not be negotiating the contract on your behalf.
Our fee for this service is $[Amount] per hour, with an estimated total fee of $[Estimated Total]. We require a retainer of $[Retainer Amount] before commencing work.
We will keep you informed of our progress and any significant developments. You will be responsible for providing us with all relevant information and documents necessary to complete the review.
Please sign and return a copy of this letter to indicate your agreement with these terms.
Sincerely,
[Your Name]
[Your Title]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 3: Freelance Writing
[Your Name/Business Name]
[Your Address]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Freelance Writing Services
Dear [Client Name],
This letter outlines the terms of our agreement for my freelance writing services. I will be creating [Specify Type of Content: e.g., blog posts, website copy, articles] on the topic of [Topic] for [Number] pieces.
Each piece will be approximately [Word Count] words and will be delivered by [Delivery Date/Frequency]. You will have [Number] days to review each piece and provide feedback. One round of revisions is included in the agreed-upon price.
My fee is $[Amount] per [Piece/Word]. A deposit of [Percentage]% is required upfront before work commences. The remaining balance is due upon completion of each piece.
By signing this letter, you agree to these terms.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 4: Consulting Services
[Your Consulting Firm Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Consulting Services
Dear [Client Name],
This letter confirms our agreement to provide consulting services to [Client Company] regarding [Project Description: e.g., marketing strategy, process improvement]. Our services will include [Specific tasks/deliverables].
The project is estimated to take [Number] hours/weeks and will be completed by [Completion Date].
Our fee is $[Amount] per hour, plus reimbursement of reasonable expenses. We will invoice you bi-weekly.
This agreement can be terminated by either party with [Number] days written notice.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 5: Photography Services
[Your Photography Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Photography Services
Dear [Client Name],
This letter confirms our agreement for me to provide photography services for [Event Type: e.g., wedding, portrait session, corporate event] on [Date] at [Location]. I will provide [Specify Deliverables: e.g., a set number of edited photos, a photo album].
My fee for this service is $[Amount], which includes [Specify Inclusions: e.g., travel within a certain radius, editing services]. A non-refundable deposit of [Percentage]% is required to secure your booking.
You will receive the final photos within [Number] weeks of the event. I retain the copyright to all photos, but you will have a license to use them for personal use.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 6: Web Design Services
[Your Web Design Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Web Design Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to design and develop a website for [Client Company] at [Website Address, if applicable]. The project will include [Specify Deliverables: e.g., website design, content creation, hosting setup].
The total project fee is $[Amount], payable in [Number] installments: [Specify Payment Schedule]. A deposit of [Percentage]% is required before work commences.
You will provide all necessary content, including text and images. We will provide [Number] rounds of revisions. Ownership of the website will transfer to you upon final payment.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 7: Tutoring Services
[Your Name/Business Name]
[Your Address]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Tutoring Services
Dear [Client Name],
This letter confirms our agreement for me to provide tutoring services to [Student Name] in [Subject] at a rate of $[Amount] per hour. Sessions will be held [Days of the Week] at [Time] at [Location/Online Platform].
Payment is due at the end of each session. Cancellations require 24 hours’ notice; otherwise, a full session fee will be charged.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 8: Event Planning Services
[Your Event Planning Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Event Planning Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to provide event planning services for [Event Type] on [Date] at [Location]. Our services will include [Specify Deliverables: e.g., vendor selection, budget management, on-site coordination].
Our fee is [Percentage]% of the total event budget, or a flat fee of $[Amount]. A deposit of [Percentage]% is required to secure our services.
You are responsible for providing us with all necessary information and approvals in a timely manner.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 9: Interior Design Services
[Your Interior Design Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Interior Design Services
Dear [Client Name],
This letter outlines our agreement for [Your Company] to provide interior design services for your [Home/Office] located at [Address]. Our services will include [Specify Deliverables: e.g., space planning, furniture selection, color palette development].
Our fee will be calculated as [Hourly Rate/Percentage of Project Cost/Fixed Fee] as follows: [Explain calculation]. A retainer of $[Amount] is required to begin the project.
You will be responsible for all purchases of furniture, fixtures, and equipment. We will provide you with detailed specifications and recommendations.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 10: IT Support Services
[Your IT Support Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – IT Support Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to provide IT support services to [Client Company]. Our services will include [Specify Deliverables: e.g., network maintenance, software installation, troubleshooting].
Our rate is $[Amount] per hour for on-site support and $[Amount] per hour for remote support. We also offer a monthly retainer package for $[Amount] per month, which includes [Specify Inclusions: e.g., a set number of support hours, proactive monitoring].
Response times will vary depending on the severity of the issue. We will make every effort to resolve issues promptly.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 11: Social Media Management Services
[Your Social Media Management Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Social Media Management Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to provide social media management services for [Client Company]’s accounts on [List Platforms: e.g., Facebook, Instagram, Twitter]. Our services will include [Specify Deliverables: e.g., content creation, posting schedule, community engagement].
Our monthly fee is $[Amount], which includes [Specify Inclusions: e.g., a set number of posts per week, monthly reports]. A deposit of [Percentage]% is required to begin.
You will provide us with access to your social media accounts and any necessary branding guidelines.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 12: Virtual Assistant Services
[Your Virtual Assistant Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Virtual Assistant Services
Dear [Client Name],
This letter confirms our agreement for me to provide virtual assistant services to you. These services will include [Specify Deliverables: e.g., email management, scheduling, data entry, travel arrangements].
My hourly rate is $[Amount], billed in [Time Increment: e.g., 15-minute] increments. I will track my time accurately and provide you with a detailed invoice each week/month.
You will provide me with clear instructions and all necessary information to complete tasks.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 13: Landscape Design Services
[Your Landscape Design Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Landscape Design Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to provide landscape design services for your property located at [Address]. Our services will include [Specify Deliverables: e.g., site analysis, concept design, planting plan, irrigation plan].
Our fee is $[Amount] for the initial design phase. Implementation and installation will be quoted separately. A deposit of [Percentage]% is required before design work commences.
You are responsible for obtaining any necessary permits.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 14: Financial Planning Services
[Your Financial Planning Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Financial Planning Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to provide financial planning services to you. These services will include [Specify Deliverables: e.g., retirement planning, investment advice, estate planning].
Our fee is $[Amount] per hour, or a fixed fee of $[Amount] for a comprehensive financial plan. A retainer of $[Amount] is required before we begin working on your plan.
We will provide you with objective and unbiased advice. You are responsible for implementing the recommendations in your plan.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 15: Translation Services
[Your Translation Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Translation Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to provide translation services for the document [Document Name] from [Source Language] to [Target Language].
Our fee is $[Amount] per word, or a fixed fee of $[Amount] for the entire document. Delivery will be [Date] or sooner.
You guarantee that the source document does not infringe any copyright or trademark.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 16: Resume Writing Services
[Your Resume Writing Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Resume Writing Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to write a professional resume and cover letter for you. The services includes a consultation, resume revision and final delivery in [File Format].
Our fee is $[Amount] payable in full before service begins. We need your current or old resume, any certifications and any information that is beneficial for your job application.
You must approve our work and we’re not responsible if you don’t get the job you like for reasons that are not in our reach.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 17: Career Coaching Services
[Your Coaching Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Career Coaching Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to provide career coaching services to you. You’ll have [Number] of coaching session each of them is [Minute] and we’ll discuss [List of Topic].
Our fee is $[Amount] payable after each session and cancellation requires 12 hours. This service is not a promise that you’ll find a job and it is just assistance with our expertise.
You must be active, dedicated and consistent in order to improve and we are just here to assist you in the process.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 18: Business Coaching Services
[Your Coaching Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Business Coaching Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to provide business coaching services to you. We’ll have a consistent session with specific topic and strategy to improve your business.
Our fee is $[Amount] per month and you may ask questions, share concerns and ask us for our opinion so we can make a better and improve your business. We’ll also have a [Session] for planning to meet your goal with a deadline for the task.
You must be open minded, accept feedback, be diligent and willing to learn new things so we can improve your business.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
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Sample 19: Car Repair Services
[Your Repair Business Letterhead]
[Date]
[Client Name]
[Client Address]
Subject: Engagement Letter – Car Repair Services
Dear [Client Name],
This letter confirms our agreement for [Your Company] to repair your car. We’ll change the [Car Part] of your car.
Our fee is $[Amount] for the services plus the [Car Part] worth $[Amount]. We’ll notify you if there’s anything else that needs to be changed.
You guarantee that you’re the legal owner of the car.
Sincerely,
[Your Name]
Accepted:
____________________________
[Client Signature]
[Date]
In conclusion, engagement letters are essential tools for establishing clear expectations and protecting both parties in a professional services agreement. The examples provided offer a starting point for crafting engagement letters tailored to your specific industry and the scope of your services. Always consult with legal counsel to ensure your engagement letter complies with all applicable laws and regulations.