Engagement letter: putting the deal in writing
Most freelance work does not need a twenty-page contract. It needs an engagement letter saying what is being done, for how much, by when, and what happens when something changes. Two clear pages beat a generic template nobody read.
What it must contain
- The parties, with full details and who signs for whom.
- The scope of work, described specifically and bounded.
- What is excluded — the clause that prevents 80% of arguments.
- The fee, how it is calculated (fixed, hourly, per milestone) and when it is invoiced.
- The timeline, and what happens if the client is late with inputs or approvals.
- How many revisions are included and what extra ones cost.
- Ownership of the work and usage rights, especially for creative work or software.
- Confidentiality, termination and governing law.
Mistakes we see most often
- A one-line scope: "consulting" bounds nothing.
- Not fixing the number of included revisions — the line item that eats margins.
- No provision for the client going quiet halfway through.
- Saying nothing about ownership of source files until handover day.
- Agreeing over email without attaching the text being agreed to.
Typical structure
| Parties | Client and supplier, full details |
| Scope | A specific description of the work |
| Exclusions | What the fee does not cover |
| Fee | Amount, basis, invoicing schedule |
| Timeline | Milestones and client dependencies |
| Revisions | How many included, how extras are priced |
| Rights | Ownership, usage licence, confidentiality |
| Signatures | Date, place, both parties |
Frequently asked questions
Is an engagement letter legally binding?
Yes: a written agreement signed by both parties binds them to what it says. Most professional services need no special formality — they need clarity and acceptance.
Is signing on a phone enough?
For ordinary commercial agreements a simple electronic signature is normally accepted as evidence of consent. It is not a qualified eIDAS signature: deeds that require one need a dedicated service.
Can I start from the accepted quote?
Yes, and that is the common path: an accepted quote with clear exclusions and timings already works as an agreement. The engagement letter adds confidentiality, rights and termination.
Where is the signed contract kept?
In Workio it stays attached to the document, on your phone. With Pro you can also keep a copy in the encrypted backup and see the date and time the client signed.