The Retainer Invoice is a essential document for businesses providing ongoing professional services in Hong Kong. It is typically used when a service provider has agreed to reserve their services for a client for a fixed fee paid at regular intervals. This document must comply with Hong Kong's commercial regulations, including the Contract Ordinance (Cap. 26) and relevant taxation requirements. The Retainer Invoice should clearly state the billing period, services covered, payment terms, and any service limitations. It serves multiple purposes: as a formal payment request, a record of the service agreement, and a document for accounting and tax purposes. The document is particularly important for maintaining clear financial records and ensuring transparency in long-term professional relationships.
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1. Invoice Header: Company letterhead, invoice number, date, and 'Retainer Invoice' clearly marked
2. Client Information: Full legal name, address, and contact details of the client
3. Service Provider Information: Full legal name, address, business registration number, and contact details of the service provider
4. Retainer Period: Clear specification of the billing period covered by the retainer
5. Retainer Amount: The fixed fee amount for the retainer period
6. Service Description: Detailed description of services covered under the retainer arrangement
7. Payment Terms: Payment due date, accepted payment methods, and any late payment terms
8. Bank Details: Complete banking information for payment processing
1. Tax Details: Include if the service provider is registered for VAT/GST or if tax needs to be separately itemized
2. Service Limitations: Include when there are specific limitations or exclusions to the retainer services
3. Overtime/Additional Services: Include when there's a possibility of charges beyond the retainer amount
4. Confidentiality Notice: Include when dealing with sensitive information or regulated industries
5. Currency Declaration: Include when dealing with international clients or multiple currencies
1. Schedule A - Service Breakdown: Detailed breakdown of services included in the retainer arrangement
2. Schedule B - Time Record: If applicable, detailed time tracking for services rendered during the period
3. Appendix 1 - Terms and Conditions: Standard terms and conditions applying to the retainer arrangement
4. Appendix 2 - Service Level Agreement: If applicable, specific service levels and performance metrics covered by the retainer
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