What is a change request?

A short document that lists work the client asked for that isn't in the agreed scope, with the time and price of each item, so the client can approve it before you do it.

When should I send one?

As soon as a request goes beyond the scope, ideally at the end of each review round. The longer you wait, the more it feels like a surprise bill.

Should I price each item separately?

Yes. Clients approve more when they can pick: a separate price per item lets them say yes to the ones that matter and no to the rest.

What if the client declines?

Then the item isn't done, or it's done later under a new agreement. The point is that the decision is theirs and it's on record.

How do I know what's out of scope?

Compare each request with the scope in your proposal or contract: new pages, sections, features, content you'd write, or revision rounds beyond those agreed are usually out.

Website change request template

When a client asks for work that isn't in the agreed scope, send them a change request: each item with its hours and price, and a clear yes or no from the client before you start. Copy the template below and fill in the brackets.

Template

Subject: Change request 1 for [Project]: [short title]

Hi [Client name],

During this round of review you asked for a few things that weren't in the scope we agreed on [date of the proposal or contract]. I've listed them below with the time each will take, so you can decide which ones you'd like us to do.

1. [What was asked for, in the client's words] (page: [/page])
   [Hours] hours, [price]
2. [What was asked for] (page: [/page])
   [Hours] hours, [price]
3. [What was asked for] (page: [/page])
   [Hours] hours, [price]

Total: [total hours] hours, [total price] at [rate] an hour.

Please reply to say which items you approve. We'll add the approved ones to the schedule and to the next invoice; anything you decline stays as it is, no charge.

Thanks,
[Your name]

How to use it

01List each request on its own lineWrite what the client asked for in their words, and the page it's on, so there's no argument later about what was meant.
02Put hours and a price on each oneEstimate each item separately, at the rate in your contract. Separate prices let the client approve some and decline others.
03Show the total and the rateAdd up the hours and the price, and state the hourly rate, so the client sees the whole cost before saying yes.
04Ask for an answer on each itemAsk the client to approve or decline each item. Start the work only once it's approved, and keep the answer with the project.

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Questions

What is a change request?: A short document that lists work the client asked for that isn't in the agreed scope, with the time and price of each item, so the client can approve it before you do it.
When should I send one?: As soon as a request goes beyond the scope, ideally at the end of each review round. The longer you wait, the more it feels like a surprise bill.
Should I price each item separately?: Yes. Clients approve more when they can pick: a separate price per item lets them say yes to the ones that matter and no to the rest.
What if the client declines?: Then the item isn't done, or it's done later under a new agreement. The point is that the decision is theirs and it's on record.
How do I know what's out of scope?: Compare each request with the scope in your proposal or contract: new pages, sections, features, content you'd write, or revision rounds beyond those agreed are usually out.

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