Verify the trigger against the agreement
A retainer overage occurs when requested work exceeds the agreed task categories, volume, channels, meetings, or capacity for the billing period.
- Monthly capacity is exhausted
- A new channel is requested
- Meeting or reporting load expands
Complete the approval record
Use the sample below for the stated request, not as a substitute for checking what the agreement already includes. Stay factual and avoid blame.
- Replace placeholders with facts from the approved project
- State fee and timing impact together
- Name the person or reply that counts as approval
- Record approval before changing the work plan
Copy-and-customize wording
Use this as a practical starting point. Replace every placeholder with a fact from the approved project.
Free editable sample
No purchase or email required.
This month’s retainer covers [capacity], which is now allocated. I can complete [added work] as a [fee] overage or place it first in next month’s queue. Which do you prefer?
How to apply it
- Replace placeholders with facts from the approved project
- State fee and timing impact together
- Name the person or reply that counts as approval
- Record approval before changing the work plan
Use with care
- Stay factual and avoid blame
- Quote one clear fee and schedule outcome
- Do not start while approval is ambiguous
Frequently asked questions
- When should I use this wording?
- Show the client which defined retainer capacity has been used, identify the added work, and offer an overage fee or next-cycle option.
- Is this legal advice?
- No. This is practical business wording, not legal advice. Adapt it to your agreement and ask a qualified lawyer about legal requirements in your jurisdiction.
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