Contractor template [Editable]

LETTER OF ENGAGEMENT

A CLIENT INFORMATION

  1. Primary Client
      • Name: [Full Legal Name]
      • Occupation: [Professional Title/Occupation]
      • Primary Address: [Full Postal Address]
  1. Alternative Contact
      • Name: [Full Name]
      • Relationship to Primary Client: [e.g., Spouse, Business Partner, Assistant]
      • Contact Email(s): [List email addresses]
      • Contact Phone Number(s): [List phone numbers]

B ENGAGEMENT OVERVIEW

1 PURPOSE OF ENGAGEMENT

1.1 We are pleased to accept your instructions to assist you with [specific service/project description].
1.2 This Letter of Engagement and accompanying Engagement Terms and Agreement set out the instructions we have received from you and provide key information about our working relationship.

2 KEY PERSONNEL

2.1 Day-to-Day Contact
  • Name: [Contact Person Name]
  • Position: [Job Title]
  • Contact Details:
    • Phone: [Direct Phone Number]
    • Email: [Professional Email Address]
2.2 Responsible Parties
  • Primary Advisor: [Name and Title]
  • Oversight Manager: [Name and Title]
  • Other Team Members: [List or "As required"]

3 SCOPE OF SERVICES

3.1 Specific Tasks
We shall perform the following key tasks as agreed:
i. [Detailed Task 1]
ii. [Detailed Task 2]
iii. [Additional Tasks]
3.2 Limitations and Exclusions
  • [List any specific services NOT included]
  • [Any constraints or limitations on the engagement]

4 FINANCIAL TERMS

4.1 Fee Structure

  • Billing Method: [Time-based / Fixed Fee / Hybrid]
  • Hourly Rates:
    • [Job Role/Level]: $[Rate] per hour
    • [Additional Roles]: $[Rate] per hour

4.2 Disbursements and Expenses

Estimated expenses include:
      • Additional out-of-pocket costs: [Percentage or method of calculation]

      4.3 Payment Terms

      • Initial Retainer: $[Amount]
      • Payment Due: Within [Number] days of invoice date
      • Payment Methods:
        • Bank Transfer
        • Online Payment (with transaction fees)

      5 COMPLIANCE AND LEGAL CONSIDERATIONS

      5.1 Confidentiality

      5.1.1 Scope of Confidentiality
      We commit to maintaining the strictest confidentiality of all client information shared during the course of our engagement. This obligation extends to all forms of communication, including verbal, written, and electronic exchanges.
      5.1.2 Information Protection
      The confidentiality commitment encompasses all proprietary information, strategic plans, financial data, and any sensitive materials disclosed during our professional relationship.
      5.1.3 Permitted Disclosures
      Exceptions to confidentiality may include:
      i. Legal requirements mandating disclosure
      ii. Explicit written consent from the client
      iii. Situations requiring professional consultation or legal compliance

      5.2 Conflict of Interest

      5.2.1 Identification and Management
      We are committed to proactively identifying and managing any potential conflicts of interest that may arise during the engagement. Our firm maintains rigorous internal protocols to ensure transparent and ethical professional conduct.
      5.2.2 Disclosure Procedures
      In the event of a potential or actual conflict of interest, we pledge to:
      i. Immediately notify the client in writing
      ii. Provide full transparency regarding the nature of the conflict
      iii. Recommend appropriate mitigation strategies
      iv. Seek client guidance on proceeding with or terminating the engagement

      6 TERMINATION OF ENGAGEMENT

      6.1 Client Termination Rights

      6.1.1 Notice of Termination
      The client may terminate our services by providing [Number] days' written notice to the primary contact specified in Section 2.1.
      6.1.2 Financial Obligations
      Upon termination, the client shall be responsible for:
      i. Payment of all services rendered up to the termination date
      ii. Reimbursement of any outstanding expenses or disbursements
      iii. Pro-rated fees for partially completed work

      6.2 Service Provider Termination Rights

      6.2.1 Grounds for Termination
      We reserve the right to terminate the engagement under the following circumstances:
      i. Persistent non-payment of invoices
      ii. Irreconcilable conflicts of interest
      iii. Inability to perform services effectively
      iv. Material misrepresentation of facts
      6.2.2 Termination Procedure
      In the event of termination by our firm, we shall:
      i. Provide written notice explaining the reasons
      ii. Offer a comprehensive final invoice
      iii. Facilitate orderly transfer of completed work

      7 COMPLAINT AND FEEDBACK MECHANISM

      7.1 Internal Resolution Process

      7.1.1 Primary Complaint Contact
      • Name: [Designated Complaint Handler]
      • Position: [Organizational Role]
      • Contact Information: [Phone/Email]
      7.1.2 Resolution Approach
      We are committed to addressing client concerns through a structured, fair, and timely process. Upon receiving a complaint, we will:
      i. Acknowledge receipt within [Number] business days
      ii. Conduct a thorough investigation
      iii. Provide a comprehensive response
      iv. Implement necessary corrective actions
      7.2 External Complaint Mechanisms
      7.2.1 Regulatory Body
      • Name: [Professional Regulatory Association]
      • Contact Details: [Phone/Email/Address]
      7.2.2 Alternative Dispute Resolution
      In the event of unresolved disputes, parties may seek mediation or arbitration through [Specified Mechanism/Organization].

      8 SIGNATURES

      By signing in the provided signature spaces below, the Parties acknowledge that they have each had the opportunity to read, understand, seek independent advice regarding their duties and obligations, and agree to the terms outlined in this Engagement Letter.
      Client Signature: ____________________
      Date: ____________________

      Service Provider

      Signed on behalf of [Company Name]
      Authorized Signature: ____________________
      Date: ____________________

      APPENDICES

      • A [Optional: Detailed Terms and Conditions]
      • B [Optional: Service Level Agreement]