# SCOPE CHANGE EMAILS

> **Disclaimer — not legal advice.** This template is provided free of charge, as is and with no warranty of any kind, and using it creates no attorney-client relationship. It is jurisdiction-neutral: you are responsible for adapting it, for your own legal and tax compliance, and for having a qualified professional in your jurisdiction review it before you rely on it. Full terms: https://trycolo.co/terms-of-use

Three short emails for responding to an out-of-scope request. Send within one business day of the request and before starting any extra work. Replace every [BRACKETED PLACEHOLDER].

| Email | Use when |
| --- | --- |
| 1 — Standard | The request is clearly outside scope and you want to offer a change order |
| 2 — Goodwill exception | The request is small and you choose to do it once at no charge |
| 3 — Timeline impact | The request would push back an agreed date |

---

## Email 1 — Standard out-of-scope reply

**Subject:** [PROJECT NAME]: your request for [REQUEST SUMMARY]

Hi [CLIENT FIRST NAME],

Thanks for the idea about [REQUEST — e.g. adding a members-only area to the site]. Happy to help with it.

It sits outside what we agreed in [THE PROPOSAL / SOW / CONTRACT] dated [DATE], which covers:

- [IN-SCOPE ITEM 1]
- [IN-SCOPE ITEM 2]
- [IN-SCOPE ITEM 3]

Here are the options:

| Option | What it means | Cost | Timeline |
| --- | --- | --- | --- |
| A. Add it now | I add [REQUEST] via a change order | [CURRENCY] [AMOUNT] [or [NUMBER] hours at [CURRENCY] [RATE]] | Delivery moves from [ORIGINAL DATE] to [NEW DATE] |
| B. Swap it | Replace [IN-SCOPE ITEM] with [REQUEST] | No change | No change |
| C. Phase two | Park it and quote it after launch | Quoted separately | After [DATE] |

If you'd like option A, I'll send a change order for you to sign: [LINK TO /templates/change-order-form OR YOUR CHANGE ORDER]. I'll start on it as soon as it's approved, and keep working on the agreed scope in the meantime.

Let me know which you prefer.

Thanks,
[YOUR NAME]

---

## Email 2 — Goodwill exception

**Subject:** [PROJECT NAME]: [REQUEST SUMMARY] — done as a one-off

Hi [CLIENT FIRST NAME],

I've gone ahead and [DESCRIBE THE SMALL EXTRA — e.g. resized the hero image for the newsletter header].

This one is outside the agreed scope, so I'm doing it as a one-off at no charge. Similar requests from here on would be quoted as additional work at [CURRENCY] [RATE] per hour, or we can bundle them into a change order if a few come up.

Thanks,
[YOUR NAME]

---

## Email 3 — Timeline impact

**Subject:** [PROJECT NAME]: how [REQUEST SUMMARY] affects the [LAUNCH / DELIVERY] date

Hi [CLIENT FIRST NAME],

Thanks for sending over [REQUEST]. Before I start, I want to flag how it affects the schedule.

We're currently on track for [MILESTONE] on [ORIGINAL DATE]. Adding [REQUEST] would take around [NUMBER] [DAYS / HOURS] and would move that date to [NEW DATE], because [BRIEF REASON — e.g. it needs new designs and a round of approval before development].

Two ways forward:

1. **Keep the date:** we launch on [ORIGINAL DATE] as planned and I add [REQUEST] afterward, quoted at [CURRENCY] [AMOUNT].
2. **Move the date:** I include [REQUEST] now via a change order at [CURRENCY] [AMOUNT], and the new date becomes [NEW DATE].

[IF RELEVANT: Option 2 also affects [OTHER VENDOR / CAMPAIGN / EVENT] scheduled for [DATE], so please check with [PERSON] before deciding.]

Which works better for you?

Best,
[YOUR NAME]

---

## Follow-up once the client agrees

**Subject:** Re: [PROJECT NAME]: change order for [REQUEST SUMMARY]

Hi [CLIENT FIRST NAME],

Great, thanks for confirming option [A / 1 / 2]. The change order is attached [or: is ready for you to sign at [LINK]]:

- **Additional work:** [DESCRIPTION]
- **Additional fee:** [CURRENCY] [AMOUNT], invoiced [ON SIGNATURE / WITH THE NEXT MILESTONE / ON COMPLETION]
- **Revised date:** [NEW DATE]

I'll start as soon as it's signed.

[YOUR NAME]

---

### How to use this template

1. Reply within one business day and before starting the extra work.
2. Copy the scope lines word for word from your signed proposal, SOW, or contract.
3. Give a price or range and a date for every option.
4. Follow agreement with a signed change order (see /templates/change-order-form).
5. Log any goodwill extras so you have a record if requests keep coming.

*Template provided by Colo (trycolo.co). Not legal advice — review with a qualified professional in your jurisdiction.*