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Fee Agreement

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Fee Arrangement Letter Agreement

April 28, 1999





Re:

Dear :

Thank you for affording , a professional corporation (the "Firm") the opportunity of representing (the "Company"), as its corporate counsel. This letter agreement memorializes and summarizes our discussions concerning the terms of the fee arrangement between the Company and the Firm.

1. NATURE OF ENGAGEMENT. We will provide general corporate legal services on behalf of the Company. I will be personally involved in providing service to the Company with other attorneys and paraprofessionals of the Firm, as appropriate.

We understand that this relationship will include such matters as the analysis, research, review and revisions of documents relating to the reverse merger and the preparation, review and revision of standard and custom form contracts and agreements, general human resource matters including employee hiring and termination issues, preparation and review of employment agreements and arrangements, documentation concerning employee benefits, compliance with applicable employment and other regulations effecting employers, equity and other benefit and welfare plans for employees, review of engagement letters and fee arrangements with other professionals, preparation and review of corporate records and general corporate law matters including duties and obligations of the board of directors and officers and other matters arising under California law and applicable common law.

In addition, we understand that the Company may, from time-to-time, engage the Firm to provide legal services for other matters which may include litigation, acquisitions or dispositions of significant amounts of assets or entities, material equity or debt financings and other transactions.

2. RETAINER. The Company shall pay the Firm an initial retainer in the amount of . This retainer will be held by us in our general accounts as payment for future services and costs.

We will provide the Company with monthly invoices for services rendered and costs incurred which the Company agrees to pay within thirty days of presentation in order to maintain, at all times, a retainer of on deposit with us. At the end of our engagement, and after the payment of all of our invoices, any remaining retainer balance will be refunded to you.

3. FEES. Generally, our invoices are for costs incurred and work performed by attorneys and paraprofessionals on an hourly basis at the then-current hourly rates.

Currently, our rates run from for paraprofessionals, for associates and for shareholders (partners) of the Firm.

Our rates are traditionally reviewed at the beginning of each year and are usually increased without prior notification to reflect experience and other factors. Our rates are charged in 1/10th hour increments. This means that you are charged in increments of six (6) minutes even though the time spent may be less than that.

4. COSTS. The Company agrees to pay all out-of-pocket costs incurred with respect to the matters for which we are engaged.

Such costs will include local telephone and telecommunications charges, computer charges, internal copying charges, fees paid to third parties such as messenger fees, Federal Express or other courier fees, travel expenses, parking, out of town travel expenses, printing, filing or recording fees advanced on the Company's behalf and other out-of-pocket costs incurred in connection with our engagement. All significant third party fees or expenses will be subject to your prior approval.

5. BILLING PROCEDURES. We prepare invoices for services and costs on a monthly basis.

Our invoices to you will reflect the date and a description of the services performed and a summary of the costs which we have incurred on your behalf. Costs which are incurred but not posted may appear on the following month's statement. Our invoices are payable within thirty (30) days of presentation. Our Firm has adopted a policy of reserving the right to charge interest at the rate of on overdue balances.

We reserve the right to withdraw as your counsel of record in this or any related matter if you fail to pay bills properly or if other valid reasons arise as determined in our sole discretion. In the unlikely event an action or other proceeding is commenced with respect to the collection of our invoices, the prevailing party shall be entitled to reasonable attorney's fees.

6. OUTSIDE SERVICE PROVIDERS. Occasionally, with your prior consent, we may contract with outside parties for services in connection with our representation of the Company.

If we do, we may forward the invoice directly to the Company and ask that the Company pay the invoice directly.

7. ESTIMATE. You have requested us to estimate the fees and costs of the work which we will perform for you in connection with:

(i) completing the reorganization of the Company, including the disposition of HerbRx;

(ii) completing the Form 10 and/or the S-4, including preparation of a proxy statement for reincorporating in Delaware; and

(iii) drafting and finalizing the incentive stock option, nonqualified stock option and restricted stock purchase plan, non-disclosure agreements and other matters associated with the review and "clean-up" of the reverse merger.

We have made a preliminary review of the documentation you have provided to us and based on our review, we estimate that our fees, exclusive of costs, will be approximately for the above work.

Our estimate is just that, an estimate. We cannot guarantee that the actual fees and costs will not be higher than estimated amounts, because complicated business transactions often involve unexpected difficulties which take time and effort to resolve. As we begin to perform services, we will have a clearer understanding of the amount and the scope of the work that needs to be performed and if, at any time, we believe that the charges for the above work will exceed , we will so advise you.

8. TERMINATION OF SERVICES. Subject to the limitations imposed by law, our engagement may be terminated at any time by either you or us.

Upon termination of our engagement, a final statement will be prepared for fees and costs incurred through the date of termination. Upon your written request, a copy of the file (other than any portions covered by the attorney work product doctrine) made at your expense will be delivered to you or your authorized representative at your expense.

9. CLIENT OBLIGATIONS. It is your responsibility to be truthful with us, to provide us with information in your possession helpful to completion of legal services, and to cooperate in completion of the matters for which we have been engaged.

10. ESTIMATED FEES. Whenever our representation involves litigation or another extraordinary matter, we prefer to avoid fee estimates.

The outcome of any litigation matter can never be assured. Likewise, the amount of fees and costs involved in a litigation or other extraordinary matter can often be difficult to gauge, as the legal tactics employed by the opposition can dramatically affect the time and effort involved in the matter. We cannot estimate with any accuracy the number, length or complexity of the motions, depositions, interrogatories or other discovery made by the opposition in a litigation matter.

In addition, the conduct of witnesses, opposing counsel and opposition can escalate the amount of legal fees. We may, however, at your request, provide you with estimates of fees and costs to be incurred in connection with an extraordinary matter which, unless we otherwise specifically agree, shall be estimates only and should not be considered as guarantees that the actual costs and expenses will not exceed such estimates.

11. ADDITIONAL CLIENT MATTERS. This Firm maintains errors and omissions insurance coverage applicable to the services to be rendered to you pursuant to the terms of this letter.

Such coverage does not include fraud or intentional wrongdoing.

If we become aware of any conflict of interest, we will notify you immediately and will only proceed as permitted by the rules of the California State Bar.

If at any time you believe our fees and expenses, or the nature of our services do not meet your expectations, we would expect you to contact us so that we may discuss the matter with the objective of reaching a satisfactory arrangement.

12. ARBITRATION. Any dispute based upon or arising out of our engagement, this letter agreement and/or the performance or failure to perform services (including, without limit, claims of professional negligence) shall be subject to binding arbitration to be held in Orange County, California before the Judicial Arbitration and Mediation Service ("JAMS").

Judgment on the arbitrator's award shall be binding. The prevailing party in any arbitration or litigation arising out of or relating to our engagement or this letter agreement and/or the performance or failure to perform services shall be entitled to recover reasonable attorney's fees (including the value of the time of the attorneys in the Firm at their normal billing rates) and other expert fees, expenses and costs incurred in connection with either obtaining or collecting any relief to which that party may be entitled.

If you have any questions or would like to discuss the nature of this proposal pertaining to our engagement, please do not hesitate to call. As I indicated to you, we are flexible concerning this arrangement and would be happy to discuss any item. If the terms of the proposed engagement of Stradling Yocca Carlson & Rauth, a professional corporation, are acceptable, please sign the enclosed copy of this letter, and return it to me.

If at any time you have any questions pertaining to any of your monthly invoices, or otherwise, we would be happy to discuss them with you. We look forward to working with you in the future.

Very truly yours,

STRADLING YOCCA CARLSON & RAUTH

/s/

AGREED AND ACCEPTED:

"COMPANY"

By:

Name:

Title:

RCS:jlm

Enter text✕

What a Fee Agreement Covers and Why it Matters

A Fee Agreement is a written contract that sets the price, timing, and conditions for payment between a service provider and a client. It documents the scope of work, billing method (hourly, flat fee, contingency, or retainer), payment schedule, expenses, and remedies for nonpayment. A clear Fee Agreement reduces disputes by defining responsibilities, deadlines, and calculation methods for fees and reimbursements. Parties often attach exhibits—rate schedules, deliverables, or expense policies—and include governing-law and dispute-resolution clauses to clarify how disagreements will be handled.

Why a Clear Fee Agreement Protects Both Parties

A well-drafted Fee Agreement sets expectations, limits financial surprises, and creates enforceable rights to payment while documenting allocations of risk between parties.

Why a Clear Fee Agreement Protects Both Parties

Who Typically Prepares and Signs Fee Agreements

Fee Agreements are used by any professional or business that charges for services; they work across industries and contract sizes.

  • Freelancers and Consultants — Independent professionals who need to set hourly or project fees, define deliverables, and specify late-payment terms to reduce billing disputes.
  • Law Firms and Attorneys — Use written fee agreements to document retainers, contingency splits, and billing cycles required by ethics rules and client protection standards.
  • Vendors and Service Providers — Companies providing ongoing or one-time services (IT, marketing, maintenance) to clarify scope, change-order pricing, and termination fees.

Parties signing a Fee Agreement should confirm authority to bind the entity and collect required tax or identification information before execution.

Core Elements to Include in a Professional Fee Agreement

A complete Fee Agreement groups pricing and process details with legal protections. These items make the contract operational and enforceable in most U.S. jurisdictions.

Parties Identified

Full legal names and business types for each party, including entity formation details and primary contact information.

Scope of Work

A precise description of services, deliverables, milestones, and any excluded activities to avoid scope creep.

Fee Structure

Define rates (hourly, flat, contingency), billing increments, retainer rules, and how expenses or third-party costs are handled.

Payment Terms

Payment due dates, invoice timing, accepted payment methods, late fees, interest rates, and suspension rights for nonpayment.

Termination

Conditions for ending the agreement, notice periods, final accounting, and compensation for work performed through termination.

Governing Law & Dispute

Specify governing state law, arbitration or court venue, and any limitations on damages or attorney fees.

Step-by-Step: Completing a Fee Agreement

Follow these sequential steps to prepare, verify, and execute a Fee Agreement with fewer errors.

  • 01
    Draft: Populate parties, scope, fees, and payment terms in clear language.
  • 02
    Review: Confirm names, amounts, tax IDs, and acceptance procedures with stakeholders.
  • 03
    Authorize: Ensure signatory has authority; attach required exhibits or approvals.
  • 04
    Execute: Sign with agreed method (wet-signature, in-person eSign, or remote eSign) and retain a signed copy.

Configuring an Online Fee Agreement Workflow

Set up a repeatable online process to reduce manual touches and ensure consistent document handling.

Workflow Field Configuration
Template Library Store a standardized Fee Agreement template with version control and required fields pre-placed.
Conditional Fields Use conditional logic to show rate options only when applicable, reducing signer confusion.
Automated Reminders Schedule email reminders for unsigned parties and overdue invoices to speed completion.
Signer Authentication Require email, SMS code, or stronger verification for high-value contracts and regulatory compliance.

Where to Send and How to Submit a Completed Fee Agreement

Routing depends on the organization and the agreement’s purpose. Common destinations include accounts payable, legal, and CRM systems.

  • Client Records: Send a signed copy to the client's contract or account manager to trigger onboarding and billing.
  • Accounts Payable: Provide invoice and payment terms to AP to ensure invoices are processed per the agreement.
  • Legal or Compliance: Forward for legal review if agreement uses unusual fee structures or confers rights affecting compliance.
  • Document Repository: Store final signed PDF in a secure repository for retention and audit purposes.

Digital Signing and File Requirements

Choose a platform that supports the file types and authentication levels your Fee Agreement requires.

  • Integrations: Salesforce, NetSuite, Google Workspace integrations streamline routing and storage.
  • File Types: Accepts PDF, DOCX, and fillable forms for consistent formatting across signers.
  • Authentication: Options include email, SMS code, KBA, and SSO for stronger signer verification.

Ensure the chosen platform records an audit trail and preserves an immutable signed copy for retention and enforcement.

eSignature Vendor Comparison for Executing Fee Agreements

Comparing common vendor capabilities and starting prices helps select an eSignature option that meets security and budget needs. Pricing shown is standard plan starting rates and feature availability.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Security and Compliance Considerations for Electronic Fee Agreements

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Certifications: SOC 2 Type II, ISO 27001
Regulatory Compliance: ESIGN, UETA, 21 CFR Part 11 supported
HIPAA: BAA available for protected health data
Audit Trail: Full timestamped activity logs
Accessibility: WCAG 2.0 Level AA compliance

Consequences of an Incorrect or Incomplete Fee Agreement

Unenforceability: Vague fees may be unenforceable
Payment Disputes: Ambiguous terms lead to litigation
Tax Exposure: Incorrect TIN or reporting triggers penalties
Backup Withholding: May apply for missing TIN (24%)
Regulatory Fines: HIPAA or industry fines for noncompliance
Reputational Risk: Billing disputes harm client relations

Common Mistakes to Avoid When Preparing a Fee Agreement

  • Using vague scope language such as 'additional work as needed' without defining approval or pricing controls, which invites disputes over what is billable.
  • Failing to confirm signatory authority — executing with a person who lacks corporate signature authority can render the agreement voidable.
  • Omitting tax identifiers or W-9 requests for payees; missing TINs can trigger backup withholding and increase administrative burdens.
  • Neglecting to set precise payment triggers (e.g., milestone completion, delivery, or invoice date), causing billing delays and collection issues.

Saving, Exporting, and Supporting Documents for Fee Agreements

Store signed agreements in standardized formats and attach supporting exhibits to preserve the business context for each fee arrangement.

Download Options

Export signed agreements as searchable PDF/A to preserve layout and ensure long-term readability and legal admissibility.

Export Formats

Keep copies in PDF and DOCX for editing and archival; PDF is preferred for preserved signatures and audit trails.

Supporting Attachments

Attach rate schedules, invoices, change orders, and proof of delivery to the agreement to document post‑signing adjustments.

Signed Copy Integrity

Ensure the signed PDF includes an embedded audit trail showing signer identity, timestamps, and certificate of completion.

Practical Tips for Accurate and Efficient Fee Agreement Completion

Adopt consistent templates and review checklists to reduce errors and speed execution of Fee Agreements.

Use Standardized Templates
Maintain centrally reviewed templates with approved clause language to ensure consistency across engagements and speed contract creation.
Require Tax Forms Upfront
Collect completed W-9s (or appropriate tax forms) before payment to avoid backup withholding and reporting delays.
Enable Electronic Signatures
Allow firms and clients to sign electronically using compliant platforms to reduce turnaround times and preserve secure audit trails.
Document Scope Changes
Use written change orders with dates and signoffs for scope or fee adjustments to maintain a clear billing record.

Typical Deadlines and Timing Elements in a Fee Agreement

Fee Agreements include several date-driven obligations; define each date format and trigger clearly to avoid disputes.

Effective Date:

The date obligations begin; use MM/DD/YYYY format and reference it for computing deadlines.

Billing Cycle:

Specify invoice frequency (e.g., monthly, upon milestone) and the date invoices issue.

Payment Due Date:

State Net terms (Net 30, Net 45) and late fee assessment timing.

Dispute Notice Period:

Define the number of days a party has to dispute an invoice after receipt.

Retention Start:

Clarify retention start date for records and statutory preservation obligations.

Key Milestones from Negotiation to Post-Execution

Track milestones to manage responsibilities: negotiating terms, execution, invoicing, collections, and record retention.

01

Negotiation Complete

Parties finalize scope and fee structure before preparing the final document.

02

Execution

All authorized signatories sign; execution method noted (electronic or wet signature).

03

Invoice Issued

Billing event triggered per payment terms and milestone completion.

04

Final Reconciliation

Close-out accounting and retention actions performed after final payment or termination.

Real-World Examples of Fee Agreements in Use

Examples show how organizations capture fee terms and use eSignatures to complete agreements without in-person meetings.

Optica Ventures LLC

Optica adopted a standard Fee Agreement template for repeat engagements to reduce negotiation time.

  • They embedded rate tables as exhibits to avoid ambiguity.
  • The template and online signing reduced administrative back-and-forth and ensured customers received a complete, signed contract quickly, simplifying billing and audits.

Martin Properties

A real estate services firm centralized fees into one agreement with clear service lines and late fees.

  • They used mobile signing for client convenience.
  • This allowed field agents to close service engagements onsite, improving cash flow and reducing unsigned work orders.

Frequently Asked Questions About Fee Agreements

Answers to common questions about validity, signatures, and practical issues when preparing Fee Agreements.


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