PR agency client contract Templates

[CLIENT NAME] Retainer Agreement

This agreement is between [YOUR AGENCY NAME] ('Agency') and [CLIENT NAME] ('Client') effective from [START DATE].

1. Services: The Agency agrees to provide [SPECIFY SERVICES: e.g., media relations, campaign planning, social media strategy, crisis management] for a monthly fee of £[AMOUNT] payable on the [DATE] of each month.

2. Term: This agreement runs for [DURATION, e.g., 12 months] from the start date. Either party may terminate with [NOTICE PERIOD, e.g., 30 days] written notice.

3. Scope: The Agency will dedicate [HOURS/RESOURCES] per month to the Client's account. Additional work beyond this scope will be billed at £[HOURLY RATE] and require written approval.

4. Payment Terms: Invoices are due within [DAYS, e.g., 14] days of issue. Late payments incur [PERCENTAGE]% monthly interest. Failure to pay after [X] days will suspend services.

5. Deliverables: The Agency will provide [SPECIFY: e.g., monthly reports, media coverage tracking, strategy updates] by the [DATE] of each month.

6. Exclusions: The Agency cannot guarantee media coverage or social media reach. Results depend on news cycles, journalist interest, and platform algorithms.

[SIGNATURES AND DATES]

Adjust the monthly fee, notice period, and resource allocation based on what your agency typically offers. Be specific about what's included versus what costs extra—this prevents scope creep. Include a clause about how additional requests are handled. Set clear payment terms early to protect cash flow.

[CLIENT NAME] Campaign Agreement

This agreement covers the PR campaign for [PROJECT: e.g., album release, tour announcement] from [START DATE] to [END DATE].

1. Campaign Scope: The Agency will execute [SPECIFY: e.g., media outreach to 100+ UK music journalists, 5 exclusive interviews, playlist pitching to Spotify curators, social media amplification].

2. Project Fee: Total fee is £[AMOUNT], payable in instalments: £[AMOUNT] upfront, £[AMOUNT] at [MILESTONE DATE], and final £[AMOUNT] upon completion.

3. Timeline: Key milestones are [DATE: initial outreach], [DATE: media coverage window], [DATE: final campaign push]. The Client must provide final materials by [DATE].

4. Client Responsibilities: The Client will [SPECIFY: e.g., provide approved artist quotes, high-resolution images, exclusive content] by the agreed dates. Delays may extend the campaign timeline at no extra cost to the Agency.

5. Changes: Any changes to campaign scope must be requested in writing and may incur additional fees.

6. Success Metrics: The Agency will track [SPECIFY: e.g., media impressions, coverage value, social reach, website traffic].

[SIGNATURES AND DATES]

Break down multi-phase campaigns into clear milestones tied to payment dates. This ensures you're paid before you've completed all work. Define what 'completion' means—is it when coverage runs, or when you've done the outreach? Be explicit about client obligations, especially around providing approved materials on time.

SCOPE OF WORK
Client: [CLIENT NAME]
Project: [PROJECT]
Effective: [DATE]

INCLUDED SERVICES (Covered by fee):

• Media Relations: Pitching to [NUMBER] targeted UK music journalists, bloggers, and publications. Includes [NUMBER] press releases prepared and distributed.

• Campaign Strategy: Development of [NUMBER] campaign plans, including messaging, timeline, and target outlet list.

• Social Media Support: [SPECIFY: e.g., caption copywriting for 4 posts per week, hashtag research, engagement monitoring].

• Reporting: Monthly reports including media coverage tracking, reach metrics, and performance analysis.

NOT INCLUDED (Billed separately or out of scope):

• Content creation beyond [SPECIFY: e.g., copywriting for press release]. Photography, videography, graphic design.

• Advertising management or paid social media campaigns.

• Event coordination or logistics.

• Legal or contract advice.

HOURLY RATES FOR ADDITIONAL WORK:

• Strategic consultation: £[RATE]/hour
• Content creation: £[RATE]/hour
• Social media management (beyond scope): £[RATE]/hour

All additional work requires written approval before commencement.

[AUTHORISED SIGNATURES]

This document sits alongside your main contract and prevents misunderstandings about what you're actually delivering. Be specific about numbers—how many pitches, how many reports, how frequently you're communicating. This is where you clearly draw the line between what's included and what costs extra. Update this if your offering changes.

CLIENT ONBOARDING FORM

CLIENT DETAILS
Business/Artist Name: [NAME]
Key Contact Name: [NAME]
Email: [EMAIL]
Phone: [PHONE]
Address: [ADDRESS]

DECISION MAKERS
Who approves PR content, quotes, and campaign direction? [NAME/ROLE]
Who approves invoices and handles payment? [NAME/ROLE]
Who is the day-to-day contact with the Agency? [NAME/ROLE]

ACCOUNT STRUCTURE
Campaign/Project Name: [NAME]
Start Date: [DATE]
Expected End Date: [DATE]
Monthly Fee / Project Fee: [AMOUNT]
Payment Terms: [DAYS] days from invoice

BRIEF & BACKGROUND
What are your three main goals for this campaign? [RESPONSE]
Who is your target audience? [RESPONSE]
What makes you different from competitors? [RESPONSE]
Key messaging (max 3 points): [RESPONSE]

CONTACT PREFERENCES
Preferred communication method: [Email/Call/Slack]
Report frequency: [Weekly/Fortnightly/Monthly]
Meeting cadence: [Fortnightly/Monthly]

DO NOT PUBLICISE
Are there any announcements or information that are confidential until [DATE]? [RESPONSE]
Are there any sensitive topics we should avoid in press materials? [RESPONSE]

BRAND ASSETS
Provide: Logo files, approved brand guidelines, high-res images/videos, artist bios, relevant links.

Client Signature: [DATE]
Agency Contact: [NAME/DATE]

This form is not legally binding but creates a paper trail of what you both agreed to. It's invaluable when clients later claim they never said something or when you need to refer back to stated goals. Ask for it to be signed and dated by an authorised person. Use this as your reference document during the relationship—it prevents the scope creep that kills profitability.

TERMINATION TERMS (Insert into main contract)

1. TERMINATION FOR CONVENIENCE
Either party may terminate this agreement by providing [NUMBER] days' written notice to the other party. No penalties apply unless the Client terminates within the first [TIMEFRAME, e.g., 3 months], in which case £[EARLY EXIT FEE] is payable.

2. TERMINATION FOR CAUSE
The Agency may terminate immediately if: (a) the Client fails to pay invoices within [NUMBER] days of due date; (b) the Client breaches this agreement and does not remedy the breach within 7 days of notice; (c) the Client's behaviour or requests are illegal or unethical.

3. CLIENT TERMINATION FOR POOR PERFORMANCE
If the Client believes the Agency is not delivering the agreed services, the Client must provide written notice specifying the breach. The Agency will have 14 days to remedy the issue. If not remedied, the Client may terminate with [NOTICE PERIOD] days' written notice.

4. UPON TERMINATION
The Agency will: (a) return all Client assets within [TIMEFRAME, e.g., 5 business days]; (b) cease using the Client's brand materials; (c) provide a final invoice for all work completed and expenses incurred. The Client will: (a) pay all outstanding invoices immediately; (b) cease using any Agency IP or templates.

5. SURVIVING TERMS
The following terms survive termination: [Confidentiality, Liability, Indemnification, Payment obligations].

Early termination fees protect cash flow—don't waive them. Be clear about what 'poor performance' means; reference your original objectives and scope. Decide in advance whether you'll refund unused retainer portions (usually not, since the money was for dedicated capacity). Get explicit agreement on returning client assets and the timeline. This section often determines whether a broken relationship ends cleanly or in dispute.

PAYMENT AND INVOICE TERMS

1. INVOICING
The Agency will issue invoices on [DATE, e.g., the 1st of each month] for retainer work or upon [MILESTONE] for project work. Invoices will detail hours worked, services provided, and any expenses incurred.

2. PAYMENT DUE DATE
All invoices are due within [NUMBER, e.g., 14] days of the invoice date. Payment must be made to:
Account Name: [NAME]
Sort Code: [CODE]
Account Number: [NUMBER]
Reference: [CLIENT NAME]

3. ACCEPTED PAYMENT METHODS
[List: Bank transfer preferred / cheques / direct debit / other]

4. LATE PAYMENT
Payments not received by the due date will incur [PERCENTAGE, e.g., 8%] interest per annum on the outstanding balance. The Client is also liable for any reasonable recovery costs (solicitor fees, debt collection agency) if payment is not made within [DAYS, e.g., 30] days of the due date.

5. EXPENSES
Reasonable third-party expenses (e.g., event travel, photography licensing, software subscriptions) are billed separately at cost. The Client is notified of expenses exceeding £[AMOUNT] before they are incurred.

6. SUSPENSION OF SERVICES
If payment is more than [NUMBER] days overdue, the Agency may suspend all services without liability to the Client until payment is received in full.

7. NO CREDIT HOLD
The Agency reserves the right to require payment in advance or suspend further work if the Client's account falls into arrears.

UK businesses are entitled to claim interest on late invoices under Late Payment of Commercial Debts (Interest) Act 1998. Include this standard 8% + Bank of England base rate. The suspension clause is your strongest enforcement tool—use it. Consider requiring prepayment for new or high-risk clients. Be consistent about when you issue invoices to maintain predictable cash flow.

CONFIDENTIALITY AGREEMENT

1. DEFINITION OF CONFIDENTIAL INFORMATION
Confidential information includes: (a) unreleased music, artwork, or promotional materials; (b) financial information, artist fees, or deal terms; (c) strategic plans, campaign timelines, or exclusivity arrangements; (d) embargoed information not yet public; (e) any information marked 'Confidential' or discussed in confidence.

2. OBLIGATIONS
Both parties agree to:
(a) Keep confidential information strictly confidential and not disclose it to third parties without prior written consent.
(b) Use confidential information solely for the purpose of delivering the services under this agreement.
(c) Limit access to employees who need to know and who are bound by the same confidentiality obligations.
(d) Return or securely destroy all confidential information upon termination of this agreement.

3. PERMITTED DISCLOSURES
The Agency may disclose confidential information if required by law or court order, provided the Agency gives the Client [DAYS, e.g., 5] days' notice to seek a protective order.

4. EXCEPTIONS
Confidential information does NOT include: (a) information already in the public domain (not due to breach); (b) information rightfully received from a third party without confidentiality obligations; (c) information independently developed without reference to the Client's confidential information.

5. TERM
This obligation survives termination of the main agreement for [DURATION, e.g., 3 years].

6. REMEDIES
Breach of this agreement may entitle the non-breaching party to seek injunctive relief in addition to damages.

Music industry deals often hinge on embargo dates. Make sure your team understands which information is embargoed and when it becomes public. Document what you've told staff. If you breach confidentiality—especially on a big release—you'll lose clients and damage your reputation. Consider non-disclosure agreements for freelancers working on client accounts. Clarify whether the Client's information or your agency methods are confidential.

LIABILITY AND INDEMNITY

1. LIMITATION OF LIABILITY
Neither party shall be liable to the other for indirect, consequential, or lost profits damages, even if advised of the possibility of such damages. Each party's total liability under this agreement is limited to the fees paid in the preceding 12 months (or £[AMOUNT] minimum, whichever is greater).

2. MEDIA COVERAGE DISCLAIMER
The Agency does NOT guarantee media coverage, interview placement, social media reach, or any specific outcome. Coverage depends on news cycles, journalist interest, platform algorithms, and factors beyond the Agency's control. The Agency is not responsible for: (a) negative coverage or criticism; (b) editorial decisions made by journalists or publications; (c) platform changes affecting reach; (d) public reaction to Client content.

3. CLIENT RESPONSIBILITY FOR CONTENT
The Client warrants that all content, quotes, images, and information provided to the Agency are: (a) accurate and truthful; (b) owned or licensed by the Client; (c) not defamatory, infringing, or illegal. The Client indemnifies the Agency against any claims arising from Client-provided content.

4. AGENCY INDEMNITY
The Agency indemnifies the Client against claims arising from the Agency's breach of copyright or defamation in content created by the Agency (not Client-provided content).

5. FORCE MAJEURE
Neither party is liable for failure to perform due to circumstances beyond reasonable control (e.g., pandemic, natural disaster, government action). Performance may be delayed or modified as reasonably necessary.

6. THIRD-PARTY SERVICES
The Agency is not responsible for third-party services (e.g., social media platforms, email delivery) used in delivering services.

[SIGNATURES]

This is the section that protects you when a client blames you for poor coverage. Make sure they understand you're executing strategy, not guaranteeing results. Have a solicitor review this—your liability caps and indemnities need to be reasonable and enforceable. Be clear that you're indemnifying against your mistakes (copyright, defamation in Agency copy) but not theirs (illegal content they provide). This section is where many disputes originate, so language matters.