Scope Change Notification

Scope Change Notification Email — Protect Your Boundaries

Handle scope changes professionally. Our templates help you communicate impacts clearly and get approvals before additional work.

Email Template

Subject Line:

Scope Change Request: [Project Name] - Approval Needed

Email Body:

Hi [Client Name],

I wanted to discuss a scope change that's come up on [Project Name].

**What Changed:**
[Clear explanation: e.g., "You've requested [new feature/additional pages/changes] that weren't included in the original scope."]

**Original Scope:**
- [Original deliverable 1]
- [Original deliverable 2]
- [Original deliverable 3]

**Requested Addition:**
- [New item/change 1]
- [New item/change 2]

**Impact Assessment:**

**Timeline Impact:**
- Original completion date: [Date]
- New estimated completion: [Date] (+[X] days/weeks)
- Reason: [Brief explanation]

**Budget Impact:**
- Original project cost: $[Amount]
- Additional cost: $[Amount]
- New total: $[Amount]
- Breakdown: [Itemized list if helpful]

**Deliverable Impact:**
[How deliverables change: e.g., "This adds [X] additional pages" or "This requires [additional service]."]

**Options Moving Forward:**

**Option 1: Approve the Change**
Proceed with the additional work as outlined above. I'll update the timeline and send a revised invoice.

**Option 2: Reduce Original Scope**
We can remove [original item] to accommodate [new item] within the original budget and timeline.

**Option 3: Phase the Work**
Complete the original scope by [original date], then add [new items] as Phase 2 with separate timeline and budget.

**My Recommendation:**
[Your recommendation based on what makes most sense]

**Next Steps:**
Please let me know which option you prefer by [Date] so we can adjust the project plan accordingly. I'm happy to discuss this on a call if you'd like to talk through the options.

Thanks for understanding,
[Your Name]
[Your Company]

How to use: Copy the template above and replace the placeholders (like [Client Name], [Project Name], etc.) with your actual information.

When to Use This Template

Scope changes are inevitable in agency work, but how you handle them determines whether they erode your margins or become legitimate revenue. This template provides a professional framework for notifying clients about scope changes and getting formal approval before proceeding. Use this template the moment you identify work that falls outside the original project scope. The earlier you flag it, the better. Waiting until the work is already done ("By the way, that extra work added $5,000 to the invoice") destroys trust and makes collection extremely difficult. Proactive notification respects both the client relationship and your agency's financial health. Scope change management is not about being rigid — it is about being transparent. Clients appreciate agencies that clearly communicate when requests exceed the original agreement. This transparency actually strengthens the relationship because the client knows they can trust you to be honest about costs rather than padding invoices after the fact.

Best Practices

Reference the Original Agreement

Start by referencing the specific section of the contract or project scope that the new request exceeds. This is not about being legalistic — it is about providing context. When the client understands what was originally agreed, the additional cost for new work makes logical sense rather than feeling arbitrary.

Quantify the Impact Clearly

Specify exactly how the scope change affects the timeline, budget, and deliverables. "This additional request will add approximately $2,500 and extend the timeline by 5 business days" is far better than "This will cost more and take longer." Precise numbers enable informed decision-making.

Offer Options When Possible

Rather than presenting a single take-it-or-leave-it change order, offer options where feasible. "We can implement the full version for $3,000 or a streamlined version for $1,500" gives clients agency over the decision and demonstrates that you are working to find solutions, not just billing more.

Get Written Approval Before Starting

Never begin out-of-scope work based on a verbal okay. A simple reply confirming approval creates a clear record that protects both parties. This discipline prevents the painful "I never approved that" conversations that damage relationships and cost agencies money.

Pro Tips

Address scope changes immediately—don't let them accumulate
Always explain the "why" behind the impact (time, complexity, resources)
Provide options so clients feel in control, not cornered
Get written approval before starting additional work
Update contracts or project agreements when scope changes
Be firm but friendly—scope protection is essential for profitability

What Makes This Template Effective

Clear Explanation

Explains what changed and why it impacts scope.

Impact Assessment

Details how the change affects timeline, budget, and deliverables.

Options Provided

Offers multiple solutions (approve change, reduce scope, extend timeline).

Professional Tone

Maintains positive relationship while being firm about boundaries.

Approval Required

Clearly requests approval before proceeding with additional work.

Documentation

Creates a paper trail for scope changes and approvals.

Frequently Asked Questions

When should I notify clients about scope changes?

Immediately when you identify scope creep or receive a request outside the original scope. Don't wait or let small changes accumulate. Address them as they come up to prevent larger issues later.

What if the client pushes back on paying for scope changes?

Politely but firmly reference the original scope and contract. Explain that additional work requires additional time and resources. Offer alternatives: reduce original scope, phase the work, or adjust timeline. Stand your ground—scope protection is crucial.

How do I prevent scope creep in the first place?

Define scope clearly in contracts with specific deliverables. Use phrases like "This includes [X] but does not include [Y]." Set revision limits. For ongoing work, use retainers with clear boundaries. Document everything and refer back to original agreements.

Should I charge for small scope changes?

It depends on the change. Small tweaks (minor text edits, color adjustments) are often included. Substantial additions (new pages, features, major redesigns) should be charged. Set a threshold: "Changes under [X] hours are included; larger changes are billed at [rate]."

Track Scope Changes

Monitor scope changes automatically, generate change orders, and protect your boundaries with clear documentation and approval workflows.

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