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Retainer renewal email template (agencies)

A renewal email template that’s not salesy: recap outcomes, usage, remaining time patterns, and propose the next term.

Templates Retainers Client portal
Copy/paste template. This is guidance you can copy into your docs or intake forms. Timelint doesn’t currently generate custom templates for you.

Renewals are easiest when you’ve kept a clean record: what shipped, what changed, and what time was spent on.

Ticket time tracking
Renewals are easier when time notes stay tied to tickets.

Use this template 2–3 weeks before renewal.

The template

Subject: Retainer renewal — [Month/Quarter]

Hi [Name],

Quick renewal note for [Client].

What we delivered

  • [Outcome 1]
  • [Outcome 2]
  • [Outcome 3]

Usage snapshot

  • Included hours: [X]
  • Used: [Y]
  • Common request types: [bugs / small changes / access / content]
  • Any out-of-contract work: [yes/no + short note]

What we recommend next

Based on the last term, we recommend:

  • Renew at [X] hours/month for [term], starting [date]
  • Optional: adjust scope / add project work for [bigger item]

If you’re happy, reply “Yes” and we’ll send the renewal summary.

Best,
[Name]

If you want renewals backed by an auditable ticket history (requests, replies, time notes), see: Support retainer hours tracking.

Related

Out-of-contract work email template (retainer boundaries)
A simple email template for out-of-contract work: clear boundary, clear options, and no awkward tone.
Retainer hours and out-of-contract policy template (agencies)
A retainer policy that protects margins without getting awkward. Covers monthly hours, rollover, remaining time, and out-of-contract handling.
Support intake form template (agency service desk)
A support intake form that reduces back-and-forth: the minimum fields that keep triage fast without making clients hate you.

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