Client Engagement Letter Process
This presentation outlines the standard operating procedure for creating, managing, and storing client engagement letters at Mines Money Masters. The engagement letter formalizes our relationship with clients by clearly defining scope, pricing, confidentiality, and other critical terms.
We'll walk through each step of the process from drafting to storage, covering responsibilities, required tools, and essential content elements. Following this SOP ensures we create consistent, comprehensive agreements that protect both our firm and our clients.

by Dexter Crawford

Purpose and Scope
Formalize Relationship
Create clear client agreement
Define Expectations
Outline services, pricing, and terms
Legal Protection
Establish boundaries and responsibilities
The engagement letter process begins after a verbal agreement or initial commitment from the client and concludes when the signed document is properly stored. This SOP specifically covers drafting, customization, signature collection, tracking, and document storage.
The scope explicitly excludes invoicing and service delivery, which are covered by separate SOPs. This procedure applies to all client relationships regardless of service type or scale.
Roles and Responsibilities
CFO (Dexter Crawford)
  • Draft agreement content
  • Define scope of services
  • Approve any customizations
  • Review final document
  • Handle client questions
Admin (Future Assistant)
  • Prepare template document
  • Send for electronic signature
  • Track receipt of signatures
  • Follow up on pending letters
  • Organize document storage
Clear role definition ensures accountability throughout the process. The CFO focuses on the substantive content and client relationship aspects, while administrative tasks are handled by the admin to maximize efficiency. This division of responsibilities creates a seamless workflow for timely engagement letter processing.
Required Tools and Resources
Google Docs
Engagement letter template storage and customization platform. Allows for collaborative editing and version control.
Google Drive
Secure cloud storage for organizing client folders and maintaining engagement letter archives.
E-Signature Tools
DocuSign, SignNow, HelloSign, or Google Docs with e-signature add-on for collecting legally binding signatures.
These digital tools create an efficient, paperless workflow for engagement letter management. The cloud-based approach ensures documents remain accessible to authorized team members regardless of location, while maintaining appropriate security measures to protect sensitive client information.
Essential Letter Components
Client Information
Full business name, contact details, and key stakeholders
Scope of Work
Detailed services to be provided (Funding Readiness, Credit Repair, etc.)
Agreement Term
Start/end dates or month-to-month arrangement
Fee Structure
Onboarding fees, success fees (10% of capital raised), monthly service fees
Legal Protections
Confidentiality, authorization limits, termination clauses
Every engagement letter must include these core components to comprehensively define the client relationship. The fee structure should clearly articulate all applicable charges, while the legal protections safeguard both parties' interests throughout the engagement.
Step-by-Step Procedure
Duplicate Template
Admin creates new copy of engagement letter template in Google Docs (5 minutes)
Customize Content
CFO personalizes scope, fees, names, and dates for specific client (15-20 minutes)
Send for Signature
Admin delivers via e-signature tool or email with PDF attachment (same day)
Follow Up
Admin checks status and sends reminders if not signed within 3 days (ongoing)
Store Document
Admin saves final signed copy to client's Google Drive folder (within 1 day)
Version Control and Maintenance
Regular Review Schedule
This SOP will be reviewed every six months to ensure it remains current with business practices and legal requirements. The next scheduled review is November 11, 2025.
Trigger-Based Updates
Immediate updates should be made if there are significant changes to service scope, pricing structure, or legal requirements affecting client engagements.
Change Management
All updates must be documented with version number increments, dated, and circulated to relevant team members to ensure consistent implementation.
Best Practices and Tips
Never Skip This Process
The engagement letter is mandatory for all client relationships, regardless of size or scope. Services should never begin without a signed agreement in place.
Use Plain Language
Avoid legal jargon when possible. Clear, straightforward language reduces confusion and builds client trust while still providing necessary protections.
Collect All Signatures
Ensure both the business entity and individual representatives sign where relevant. This provides comprehensive protection and clarity of responsibility.
Consider Marketing Permissions
Include a checkbox for clients to permit use of anonymized case studies or testimonials, creating marketing opportunities while respecting privacy concerns.
Following these best practices ensures our engagement letters serve their dual purpose of legal protection and relationship management. When properly executed, this process creates a solid foundation for successful client engagements while minimizing potential disputes or misunderstandings.
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