A professional template for documenting scope changes, their impact on cost and timeline, and getting client approval before extra work begins.
Reference the specific section of your contract or proposal that covers the original scope. Quote it if possible. This removes any ambiguity about what was agreed upon. If you do not have a written scope, this tool is a reminder to always get one in writing before starting.
Describe the change in plain language. What is the client asking for that was not in the original scope? Be specific and factual. Avoid opinions about whether the change is reasonable. Just document what it is.
How does this change affect the delivery schedule? Be honest. If it adds a week, say so. If it pushes the final deadline, state the new date. Clients need to understand that more work means more time, and it is your job to be clear about that.
State the additional cost clearly. Break it down if the change involves multiple items. Show your working so the client understands where the number comes from. If you charge hourly, estimate the hours. If you charge per deliverable, list each one.
Include a clear approval block. The client should confirm they agree to the updated scope, timeline, and cost before you begin the additional work. Never start extra work without written approval. A simple email reply saying 'approved' is sufficient, but document it here.