Freelance PR contract Templates

PROJECT AGREEMENT

Client: [Client Name]
Artist/Project: [Artist or Project Title]
Project Duration: [Start Date] to [End Date]

Scope of Work:
[Describe specific deliverables: e.g., 'Press release writing and distribution, media outreach to 50+ outlets in [Genre] sector, feature pitch development, artist interview coordination']

Fee: £[Amount] (exclusive of VAT)
Payment Terms: [50% deposit upon signature, 50% on completion / Full payment on invoice date / etc.]
Invoice Due: [Net 15 / Net 30 / etc.]

What Is Not Included:
[List exclusions: e.g., social media management, radio plugging, influencer outreach, video production]

Communication & Reporting:
Weekly email updates every [day] with campaign progress. Monthly call to review metrics and strategy adjustments.

Termination:
Either party may terminate with [7 days / 14 days] written notice. Client remains responsible for fees accrued to date of termination.

Tailor the scope section to your actual deliverables—be specific about numbers (outlets contacted, interviews pitched) and channels covered. Add a separate section for expenses if the client is reimbursing you for media monitoring tools or distribution services. Make payment terms match your cash flow needs.

RETAINER AGREEMENT

This letter confirms our retainer arrangement, effective [Start Date].

Retainer Fee: £[Amount] per month/quarter (exclusive of VAT)
Billing Cycle: [Monthly on the 1st / Quarterly in advance / etc.]
Payment Terms: Due within [15/30] days of invoice date

Included in This Retainer:
• [X hours] of PR strategy and campaign planning per month
• Up to [X] press releases per quarter
• Ongoing media relationship maintenance and pitching
• [X] monthly progress reports
• Response time: [24/48] hours for urgent requests

Additional Work:
Work exceeding the retainer scope will be invoiced separately at £[Hourly Rate] per hour, quoted in advance.

Minimum Term: [3 months / 6 months]
Renewal: This agreement renews automatically on [date] unless either party provides [30 days] written notice of non-renewal.

Termination: Either party may terminate with [30 days] written notice, subject to the minimum term above.

Be explicit about what hours or deliverables 'count' against the retainer so you're not doing unlimited work at a fixed price. Include a line item for extra revisions, additional press release copies, or out-of-hours communication so you have a safety valve. Retainers should be your highest-margin work—price accordingly for the predictability.

SCOPE OF WORK
Client: [Name] | Project: [Name] | Prepared: [Date]

OBJECTIVES
[State the campaign goal clearly: e.g., 'Secure 15 features in tier-1 music publications ahead of album launch' or 'Build press momentum for artist's return after 2-year hiatus']

DELIVERABLES
✓ Strategy Document outlining media targets, angle, and timeline
✓ [X] Press releases with photography and metadata
✓ Feature pitches to [X] journalists across [specific outlets/genres]
✓ Artist bio and media kit update
✓ Weekly tracking spreadsheet of outreach and responses

TIMELINE
[Week 1]: Strategy finalisation and media list building
[Week 2-3]: Press release and pitch copy circulation
[Week 4+]: Follow-up and feature coordination

EXCLUSIONS
This project does not include: Social media content creation, radio plugging, playlist pitching, video production, paid advertising, or event organisation.

RESPONSIBILITIES
Client will provide high-res imagery, artist availability for interviews, and approval sign-offs within [48 hours].

Revisions: [Up to 2 rounds of revisions included; additional revisions at £[rate]/hour]

Use this to prevent the 'we thought this included X' conversation months in-house. Be especially detailed about approval timelines and revision limits. Link this document to your main contract or engagement letter.

RETAINER + PERFORMANCE FEE AGREEMENT

Client: [Name]
Term: [Start Date] for [duration], renewable

BASE RETAINER
£[Amount] per month, covering:
• [X] hours of strategic PR work
• Monthly campaign planning and media outreach
• [X] press materials per quarter
• Progress reporting

PERFORMANCE BONUSES
• Confirmed feature in [Tier-1 publication] (e.g. Guardian, NME, BBC Music): +£[Amount]
• [X] confirmed interviews in target publications: +£[Amount] total
• Top [X] chart position achieved: +£[Amount]

Conditions:
✓ Bonuses are paid on confirmation of coverage, with proof (screenshot/link)
✓ Only one bonus per outlet/publication
✓ Performance bonuses are additional to retainer, not a reduction
✓ Both parties must agree in writing which metrics qualify at start of each campaign

Payment: Base retainer due within [15] days of invoice; bonuses invoiced upon confirmation and due within [15] days.

This works well if your client believes strongly in the value you'll deliver. Define 'tier-1', 'confirmed interview', and 'coverage' precisely to avoid disputes. Make clear that bonuses are on top of retainer, not a gamble on your part. This can attract clients who are cash-constrained but high-confidence about your work.

CHANGE ORDER

Original Agreement: [Project Name], signed [Date]
Change Order #: [Number] | Date: [Today's Date]
Client: [Name]

REQUESTED CHANGE(S)
[Description of what client is asking for: e.g., 'Expansion of media list from 50 to 100+ outlets' or 'Addition of radio plugging service']

ADDITIONAL DELIVERABLES
• [Item 1]
• [Item 2]

ADDITIONAL FEE
£[Amount] (exclusive of VAT)
Payment Terms: [50% upon signature, 50% on delivery / Full payment due [date]]

NEW COMPLETION DATE
[Original date] is extended to [New date]

ACKNOWLEDGMENT
This change order amends the original agreement dated [date]. All other terms remain unchanged unless specified above. This change order is not valid until signed by both parties.

Signature [Client]: _________________ Date: _______
Signature [Your Name]: _____________ Date: _______

Use this every single time scope expands, even verbally. It protects you from 'but we thought that was included' later and creates a clear paper trail. Send this within 24 hours of the conversation. Make it impossible to sign off on extra work without a change order.

EVENT PR CAMPAIGN AGREEMENT

Event: [Festival/Event Name] | Dates: [Event Dates]
Client: [Event Organiser]
Campaign Period: [Start] to [Event Date]

CAMPAIGN OBJECTIVES
• Generate [X] media mentions across [target publications]
• Secure [X] live coverage or reviews of the event
• Build awareness among [target audience demographic]

DELIVERABLES
✓ Press release strategy (artist announcements, early bird sales, final line-up reveal)
✓ [X] Press releases with imagery and metadata
✓ Media invitations and press pass coordination
✓ Journalist liaison and interview scheduling
✓ Post-event coverage tracking and summary report
✓ Bi-weekly campaign reports

FEE STRUCTURE
• Campaign Fee: £[Amount] (exclusive of VAT)
• Payment: [50% deposit upon signature; 50% 2 weeks before event]

CLIENT RESPONSIBILITIES
• Provide imagery, artist info, and line-up details by [date]
• Confirm press pass allocation by [date]
• Artist availability for scheduled interviews (with [48 hours] notice)

TERMS
Minimum term: Full campaign through event date. Changes to scope after [date] will incur additional fees.

Events require tight timelines. Build in early approval dates and specify when client must deliver assets to you (not the other way around). Make clear whether you're handling on-the-day media coordination and if so, whether that's a separate fee. Include post-event deliverables so you're not expected to work for free at the event itself.

HOURLY RETAINER AGREEMENT

Client: [Name]
Hourly Rate: £[Amount] per hour
Budget: [X hours] per month / £[Total] monthly budget
Billing Period: [Monthly / Quarterly]

INCLUDED SERVICES
Strategic PR advice, campaign planning, media outreach, content review, progress reporting, and communication with media on the client's behalf.

HOUR TRACKING
• Work is tracked in 15-minute increments
• Monthly timesheets provided to client by [date]
• Hours are due within [15] days of invoice
• Unused hours do [not roll over / roll over to next month up to [X] hours]

ADDITIONAL TERMS
• Response time: [24 hours] for non-urgent requests
• Meetings billed at hourly rate
• Expenses (media monitoring, distribution, tools) billed separately with receipts
• Retainer runs for minimum [3-month] term

TERMINATION
Either party may terminate with [14 days] written notice. Client pays all hours worked through termination date.

Budget Caps: If hours exceed budget in any month, client is notified and approval sought before additional work proceeds.

Hourly retainers are easiest to manage if you use time-tracking software like Toggl or Clockify—it removes the guesswork. Be clear about what counts as billable time (emails, admin, research). Consider setting a monthly cap so clients don't request unlimited work. This model suits clients who can't predict their needs precisely or solo practitioners managing multiple small clients.

REGARDING YOUR RETAINER INQUIRY

Dear [Name],

Thank you for your interest in working together on [project/retainer]. After careful consideration of the scope and budget you've outlined, I don't think this is the right fit at this time, and I wanted to be direct about why.

Your budget of £[X] per month, combined with deliverables of [list], would require me to operate at an unsustainable rate. As a solo freelancer, I need to ensure each engagement covers my operating costs, professional development, and allows for realistic project timelines.

A sustainable retainer for this scope would be £[X] per month, which reflects [X hours/deliverables] and includes [specific items]. I understand that may be outside your current budget.

Alternatives I'd suggest:
1. A smaller, project-based engagement for [specific deliverable] at £[X]
2. Revisiting a retainer partnership once your budget allows
3. A reduced-scope retainer of £[X] focusing on [specific areas only]

I'm happy to chat through option 1 or 3 if they appeal. If not, I hope you find a partner who's a better fit. Best of luck with the project.

Best wishes,
[Your Name]

This template protects your rates and your sanity. Use it when clients try to undercut you significantly. It's professional, kind, and leaves the door open for future work. Don't negotiate away your floor rate—it sets a precedent you'll regret.