Business startup template
New customer engagement letter template
Use a simple written agreement to confirm the work, price, timeline, approvals, and communication method before you begin.
What this template is for
Use this template when a customer has agreed to work with you and you want to confirm the main terms clearly. A simple engagement letter helps avoid confusion about what is included, what it costs, and when payment is due.
Who should use it
- Service providers who deliver work over a few days or weeks.
- Businesses that need customer approval before work begins.
- Entrepreneurs who want a simple written record of what was agreed.
Before you start
- Confirm the customer’s name, phone number, and preferred contact method.
- Be clear about the work you are providing and what is not included.
- Decide the deposit, final payment terms, and how changes will be handled.
The template
Use the sections below as a worksheet. You can print this page or copy the headings into a notebook, document, or spreadsheet.
Customer and business details
Record the basic contact information clearly at the top of the letter.
| Section item | What to write | Your notes |
|---|---|---|
| Business name and contact | What is your business name, phone number, and email or WhatsApp? | |
| Customer name and contact | Who is the customer and how will you contact them? | |
| Date of agreement | When was this agreement made? |
Scope of work
Explain exactly what work will be delivered and any important limits.
| Section item | What to write | Your notes |
|---|---|---|
| Service or product | What are you providing? | |
| What is included | List the main items, sessions, deliverables, or service stages. | |
| What is not included | Write any items the customer may assume but that are not part of the price. |
Timing and approvals
Set out the timeline and points where the customer must respond or approve.
| Section item | What to write | Your notes |
|---|---|---|
| Start date | When will work begin? | |
| Delivery date | When should the final work be ready? | |
| Approval steps | What must the customer approve before the next stage? |
Price and payment terms
Make the money side easy to understand.
| Section item | What to write | Your notes |
|---|---|---|
| Total price | What is the full agreed price? | |
| Deposit or first payment | Is any payment due before work starts? | |
| Final payment terms | When is the balance due and by which method? |
Changes, cancellation, and delays
Decide now how changes will be handled.
| Section item | What to write | Your notes |
|---|---|---|
| Customer changes | What happens if the customer wants extra work or changes after approval? | |
| Cancellation terms | What happens if the work is cancelled after you have started? | |
| Delays and communication | How will you handle delays and keep the customer updated? |
Confirmation and sign-off
End with a clear record that both sides understand the agreement.
| Section item | What to write | Your notes |
|---|---|---|
| Confirmation statement | What short statement confirms that both sides agree? | |
| Business sign-off | Who signs or confirms on behalf of the business? | |
| Customer sign-off | Who signs or confirms on behalf of the customer? |
Example for a Dzaleka small business
Chuma Creative Studio is a graphic design and printing support. A small design service preparing a poster and event flyer package for a community organisation.
Scope and timing
- Work includes one poster, one flyer design, and one round of minor edits.
- Start date is Monday and final delivery is Friday afternoon.
- Customer must approve the draft by Wednesday evening.
Price and payment
- Total price is MWK 95,000.
- Deposit of MWK 40,000 is paid before design begins.
- Remaining balance is paid before print-ready files are sent.
Changes and sign-off
- Extra edits beyond the agreed round are billed separately.
- If the customer pauses feedback for more than 5 days, the timeline moves.
- Both sides confirm the agreement by WhatsApp and name.