Engagement Letter
Defines the parties, case or matter name, and the duration of the engagement; serves as the master agreement that triggers billing and confidentiality obligations.
A professionally drafted retainer package reduces billing disputes, documents client expectations, and helps satisfy state bar rules on fee transparency. Clear written terms provide objective evidence if disagreements arise and streamline internal accounting and trust accounting for advance payments.
Law firms, solo practitioners, corporate legal teams, and clients commonly use a retainer package to formalize engagement details and payment expectations.
A consistent retainer workflow makes onboarding faster and preserves a clear record of consent and financial responsibility for later audits or ethical review.
Defines the parties, case or matter name, and the duration of the engagement; serves as the master agreement that triggers billing and confidentiality obligations.
Specifies services included and excluded, milestones, deliverables and any phased work so the client understands exactly what the attorney will and will not do.
States hourly rates, contingency formulas, flat fees, retainer deposit treatment, billing increments, and billing cycle to reduce billing disputes.
Explains retainer amount, trust account handling, replenishment rules, refund conditions, and how fees are applied against invoices.
Affirms attorney-client privilege and data handling expectations; references any additional privacy addenda for regulated data such as health information.
Describes termination rights, notice requirements, final accounting, and dispute resolution mechanism such as arbitration or court venue selection.
| Field | Configuration |
|---|---|
| Signer Order | Configure sequential or parallel signing depending on who must sign first. |
| Authentication | Choose email link, SMS code, or stronger KBA for identity verification. |
| Notifications | Set automatic reminders and completion notices for parties and billing owners. |
| Storage | Route final PDFs to matter folder, trust accounting system, or document management. |
Select an eSignature platform that supports secure documents, an audit trail, and integrations with document management and billing systems.
Ensure the chosen platform meets regulatory and firm standards for encryption, audit trails, and retention before executing retainers electronically.
A managing partner or named attorney signs on behalf of the firm to bind the firm to fee and scope terms; include title and authority statement to confirm signing capacity.
An individual with authority for the client entity—such as an officer, trustee, or designated agent—must sign; include title and a reference to corporate resolution or power of attorney if applicable.
Determine if the retainer or attached documents legally require notarization or witnesses.
Decide between in-person notarization and approved RON depending on state rules.
Verify signer identity using ID analysis, KBA, or multi-factor authentication.
For RON, retain audio-video recording per state retention requirements.
Have notary complete the proper certificate and journal entry as applicable.
Collect witness signatures if the jurisdiction or document type requires them.
Attach notarization or witness affidavits to the executed package.
Store notarization records with the client file and audit trail.
| 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 | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 env/user/yr | Verify | Verify | Verify |
Optica streamlined client onboarding with a standardized retainer template and remote signing to speed engagements.
A small real estate firm used an online retainer to collect deposit payments and signatures offsite.