Retainer Renewal Email Template

BLANK WORKSHEET
UNCHANGED TERMS
Subject: [client] retainer for [next period]
Hi [name],
Under [agreement reference], the next service period is [dates], covering [scope] at [currency / fee]. [Agreed renewal / notice process]. Please flag billing-contact changes by [date].

PROPOSED CHANGE
Subject: Decision needed: [period] retainer proposal
Hi [name],
For [dates], I propose [scope] at [currency / fee], compared with [current scope / fee]. The change is [reason and difference]. Please confirm or send questions by [date]. I will update future billing after the agreed approval step.

DECISION FOLLOW-UP
Hi [name], following up on the [period] proposal sent [date]. Please confirm [specific decision] by [date]. If we are not renewing, we can confirm the final service date and handover under [agreement].

FILLED EXAMPLE (fictional)
Subject: Decision needed: November support retainer
Hi Alex, for Nov 1–30 we propose 14 support hours at USD 2,400, compared with October's 10 hours at USD 2,000. Please confirm or send questions by Oct 20. We will update November billing after approval under agreement R-11. (Fictional names and terms.)

BEFORE USE
Replace every bracketed field. Examples are illustrative. Confirm your agreement, local invoice requirements, and applicable tax treatment separately. This download does not send an invoice or update a billing record.

Source page: https://www.getinvoiceagent.com/templates/retainer-renewal-email-template
Reviewed: 2026-10-02