From Project-Based to Retainer Clients: How to Make the Shift

One month you’re swamped.
The next? Crickets.

Welcome to the freelance rollercoaster 🎢 — unless, of course, you start building retainer relationships.

💰 Why Retainers Are Gold

A retainer client pays you a recurring fee to keep you available for a set amount of work or hours each month.

This means:

• Predictable income 💸

• Better long-term planning

• Deeper relationships with clients

• Less energy spent on constant sales

Even one solid retainer can stabilize your freelance business dramatically.

🧠 What Makes a Good Retainer Offer?

✅ You provide ongoing value, not one-off deliverables
✅ The client has recurring needs (think content, design, dev updates, maintenance, strategy, etc.)
✅ You want to work with them long-term

📦 Common Types of Retainer Models:

1. Hours-Based
   “10 hours/month for general design or dev support”

2. Deliverable-Based
   “4 blog posts/month, including one round of edits”

3. Access-Based
   “Available for strategy calls and feedback, up to X calls/month”

4. Mixed Model
   “Ongoing access + deliverables + monthly report”

🎯 When to Pitch a Retainer

The best time to bring it up is:

• Right after completing a successful project

• When the client expresses ongoing needs

• Or even before the project ends, if you see the opportunity

✏️ What to Say (Pitch Template)

Hi [Name], I’ve really enjoyed working on [Project]. Based on what we’ve done together, I think there could be value in continuing on a monthly basis.

Would you be open to a simple retainer model? I’d stay available for [list a few ongoing tasks or goals], and you’d get consistent support without needing to re-hire each time.

Happy to outline a few options — no pressure at all if it’s not the right fit.

💡 How to Price It

• Start with what you’ve charged them already (e.g. 10 hours of work = €1,000 → retainer: €900 for 10 hours/month)

• Offer clarity and simplicity, not discounts-for-no-reason

• Set a minimum term (e.g. 3 months)

• Include a clear scope and limit on unused time (e.g. hours don’t roll over)

🚧 Things to Watch Out For

• Don’t leave the scope open-ended (“anything you need” = burnout)

• Set boundaries on availability and revisions

• Always have a contract addendum or clear terms in writing

In Summary:

Retainers = stability, trust, and better use of your energy.
They’re how freelancers stop surviving month to month — and start building real freedom.

So next time a project ends, ask yourself:
“Is this a one-time gig, or could this be something more?”
(Then pitch it!)

Want to go even further?

If you’re serious about turning freelance applications into consistent gigs, don’t stop here.

🎓 Check out our Freelancer Academy — your all-in-one course to launch and grow your freelance career.

With 40+ lessons, 100+ videos, templates, checklists, expert interviews, and a like-minded community, it’s everything you need to go from zero to clients — faster and smarter.

👉 Join the Freelancer Academy now