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Sales Memo for Multi-Year Contracts


To: [Recipient Name]/[Recipient Team]

From: [Your Name], [Your Job Title]

Date: [Date]

Subject: Guidelines for Offering Multi-Year Contracts

The purpose of this memo is to outline the guidelines and best practices for offering multi-year contracts to prospective clients. As [Your Company Name] continues to grow, securing longer-term partnerships will be crucial for sustained success and financial stability. Multi-year contracts offer several advantages, including predictable revenue, deeper customer engagement, and reduced sales cycle times.

I. Criteria for Offering Multi-Year Contracts

A. Client Qualification

  • Industry: Target industries should be stable or growing, such as healthcare, technology, or renewable energy.

  • Annual Revenue: Prospective clients should have an annual revenue of at least $10 million to ensure financial stability.

  • Previous Engagement: Existing clients who have been with us for at least one year are ideal candidates for multi-year contracts.

B. Contract Evaluation Metrics

Here is how we evaluate the viability of offering a multi-year contract:



Customer Lifetime Value (CLV)

Greater than $500,000

Customer Acquisition Cost (CAC)

Lower than $50,000

Net Promoter Score (NPS)

Above 70

II. Guidelines for Contract Terms and Negotiations

  1. Pricing Options

    • Fixed Pricing: The total price remains unchanged for the duration of the contract.

    • Escalation Clause: A predefined 3% yearly increase in pricing.

  2. Payment Terms

    • Upfront Payment: Offering a 5% discount for payment of the first year upfront.

    • Quarterly Payments: Standard payment term with no discount.

  3. Early Termination Clause

    Inclusion of an early termination clause with a penalty equivalent to 25% of the remaining contract value.

  4. Renewal Options

    Offer automatic renewal with a 90-day opt-out notice period.

III. Risk Mitigation Strategies

A. Legal Considerations

Ensure that all multi-year contracts undergo a comprehensive legal review. Any modification to the standard terms and conditions should be authorized by the legal department.

B. Exit Strategy

  • Sale to a Strategic Buyer: Identify potential companies or competitors in the industry who might be interested in acquiring the business. This could include larger corporations seeking to expand their market share or diversify their product offerings.

  • Management Buyout (MBO): If there's a strong management team in place, they could potentially buy out the current owners. This allows for continuity in operations and preserves the company's culture.

  • Initial Public Offering (IPO): Prepare the company for going public by meeting regulatory requirements and building strong financials. Once the company is ready, it can offer shares to the public through an IPO, providing liquidity to the current owners.

  • Liquidation: In the event that selling the business as a going concern is not feasible, liquidation may be the most appropriate exit strategy. This involves selling off assets, paying off creditors, and distributing any remaining proceeds to shareholders.

  • Private Equity Recapitalization: Bring in a private equity firm to invest in the business, providing liquidity to existing owners while allowing the company to continue operating and potentially grow with the support and resources of the new investor.

C. Sales Incentives

Sales representatives will receive an additional 10% commission for successfully closing a multi-year contract.

IV. Tracking and Monitoring

We will track the performance of these contracts using our CRM system. Key performance indicators (KPIs) include:

  • Renewal Rates

  • Customer Satisfaction Scores

  • Revenue Generated

Multi-year contracts represent a significant opportunity for [Your Company Name] to build lasting relationships and secure stable revenue streams. It is vital for the Sales team to familiarize themselves with the guidelines outlined in this memo.

Please direct any questions or need for clarification to [Your Email].

Thank you for your attention to this important initiative.


[Your Name]

[Your Job Title]

[Your Company Number]

Sales Templates @