How to send an engagement letter

In Tidyflow, engagement letters are sent as part of a proposal. You write reusable letter templates in Settings, attach one to a proposal, and your client reviews and signs the letter when they accept the proposal. The letter and the proposal are covered by one signature, so there is no separate signing step for the client.

If you want to send an engagement letter on its own as a PDF, without a proposal, use electronic signatures instead. See Send a PDF engagement letter instead below.

How engagement letters work

Engagement letter templates live in Settings under Engagement letters. A template is the reusable wording of your letter. When you send a proposal that has a template attached, Tidyflow fills in the placeholders and locks that letter text onto the proposal. Editing the template later does not change letters you have already sent.

Your client opens the proposal from a link, reviews the engagement letter on the terms step, ticks a box confirming they have read and agree to the engagement letter and proposal, and signs electronically. The accepted proposal, including the letter and the signature, stays on the proposal record in Tidyflow.

Only workspace owners and admins can manage engagement letter templates.

Create an engagement letter template

1. Go to Settings and open Engagement letters
2. Click the + button in the top right
3. Give the template a name, for example “Standard Engagement Letter”
4. Write the letter content and click Create letter

Tidyflow includes a starter template for your region, so you usually edit an existing template rather than starting from a blank page.

The editor supports headings, bold, italic, underline, lists, and links. You can use these placeholders anywhere in the letter, and Tidyflow replaces them when the proposal is sent:

Placeholder	Replaced with
{{firm_name}}	Your firm name
{{client_name}}	The client’s name
{{contact_first_name}}	The first name of the contact receiving the proposal
{{date}}	The date the proposal is sent
{{start_date}}	The proposal’s start date
{{service_schedule}}	A schedule of the services in the proposal, filled in when the client accepts

Set a default template

To have a template pre-selected on every new proposal, go to Settings, open Engagement letters, open the row menu on the template, and choose Set as default. You can change or remove the default at any time; this only affects new proposals.

Send the letter with a proposal

1. Go to Billing and open Proposals
2. Create a proposal, or open an existing draft
3. In the Engagement Letter dropdown, choose the template to attach, or None to send the proposal without a letter
4. Send the proposal

Your client receives an email with a secure link. Clients do not need to sign in to review and accept. On the terms step they see the heading Engagement Letter with your letter text, confirm they have read and agree, and sign electronically as part of accepting the proposal.

Send a PDF engagement letter instead

If your engagement letter is a PDF, or you want a signature without sending a proposal, use electronic signatures. Upload the PDF to the client and choose Request Signature, or save it as a reusable signature template in Settings under Signature templates so you can send the same document to any client. See Electronic Signature Overview.