The Retainer Agreement Letter is a crucial document used in the Philippines when establishing ongoing professional service relationships. It serves as both a formal agreement and a detailed outline of the service arrangement, typically used when a client requires regular access to professional services over an extended period. The document, governed by Philippine law including the Civil Code and relevant professional regulations, specifies the retainer fee structure, service scope, and operational terms. This type of agreement is particularly important in professional services contexts where regular, ongoing support is needed, providing clarity on service expectations, payment terms, and mutual obligations while ensuring compliance with local legal requirements.
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1. Letter Header and Date: Professional letterhead, date, and recipient's complete address
2. Salutation: Formal greeting to the client
3. Introduction of Parties: Clear identification of the service provider and the client
4. Background and Context: Brief explanation of why the retainer arrangement is being established
5. Scope of Services: Detailed description of services to be provided under the retainer arrangement
6. Retainer Fee Structure: Clear outline of the retainer amount, payment schedule, and what the fee covers
7. Term and Renewal: Duration of the retainer agreement and conditions for renewal
8. Service Provider's Obligations: Specific commitments and responsibilities of the service provider
9. Client's Obligations: Client's responsibilities and commitments under the arrangement
10. Confidentiality: Terms regarding the handling of confidential information
11. Termination: Conditions and process for ending the retainer arrangement
12. Signature Block: Space for signatures, names, and titles of both parties
1. Conflict of Interest: Required when there's potential for conflicts with existing clients
2. Additional Services: Used when certain services may be provided outside the retainer scope
3. Performance Metrics: Include when specific service levels or performance indicators are required
4. Insurance and Liability: Needed when specific insurance requirements or liability limitations apply
5. Intellectual Property Rights: Required when services involve creation or use of intellectual property
6. Data Protection: Include when handling personal or sensitive data is part of the services
7. Force Majeure: Optional clause for circumstances beyond parties' control
8. Alternative Dispute Resolution: Include when specific dispute resolution mechanisms are preferred
1. Schedule A - Detailed Scope of Services: Comprehensive list and description of services covered under the retainer
2. Schedule B - Fee Structure and Payment Terms: Detailed breakdown of fees, payment schedule, and billing procedures
3. Schedule C - Key Personnel: List of key team members assigned to provide the services
4. Schedule D - Service Level Requirements: Specific performance metrics and service level expectations
5. Appendix 1 - Required Documentation: List of documents required from client for service delivery
6. Appendix 2 - Communication Protocols: Agreed procedures for routine communications and escalations
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