A client asks for “one quick change.” Before you quote it, turn that message into a small, reviewable change request. This prevents a vague request from becoming unpaid work or a surprise invoice.
Copy this website change request template
Change request: [Short name]
Requested by: [Client name]
Date: [Date]Requested outcome
[Describe what should be different from the current agreed deliverable.]Current agreement
[Quote or summarize the relevant scope, quantity, revision limit, or assumption.]Work included in this change
[List design, copy, development, testing, and coordination tasks.]Assumptions and exclusions
[List client inputs, dependencies, and what is not included.]Fee or pricing basis
[Fixed fee, existing hourly rate with an estimate, or a capped discovery phase.]Schedule impact
[State the affected milestone and any approval or input deadline.]Approval
Please approve this change and its fee and schedule impact in writing by [date]. Work begins after approval.
How to fill it in without overpromising
1. Describe the result, not just the task
“Add a new page” may hide copywriting, mobile layouts, a form, integrations, and testing. Ask what the page must help visitors do, then list the deliverables needed for that outcome.
2. Point to the original scope
Identify the matching proposal line, deliverable count, revision limit, or assumption. Keep the comparison factual: “The agreement includes five pages; this request adds a sixth.” Avoid labeling the client’s request unreasonable.
3. Estimate the work in pieces
Break effort into research, design, content, development, QA, and project coordination. State assumptions and dependencies. When uncertainty is high, quote discovery separately or give an estimate with a clear cap and approval point.
4. Make the schedule trade-off visible
Show which milestone moves and what must arrive on time. If the original deadline cannot move, explain which other work must be reduced or deferred. Do not promise both extra scope and the original date unless the plan supports it.
5. Wait for written approval
Ask the client to approve the exact outcome, price basis, assumptions, and date impact in one reply. Save that approval with the project record before beginning.
Example
A client asks to add a resource library after approving a five-page site. The request may include a listing page, detail-page template, upload process, search, and testing. The change request should itemize those pieces, identify who supplies the resources, and state whether content migration is included. Then quote the work using the contract’s agreed pricing method and show the revised launch milestone.
Keep the record useful
- Use one request per change so approvals stay clear.
- Version revised estimates instead of overwriting the old one.
- Record who approved and when.
- Update the project plan after approval.
- Keep client files and approval records in your normal secure project system.
A template improves clarity; it does not replace your contract or guarantee client approval. Adapt it to your existing agreement and local requirements.
Want editable worksheets and client-ready emails?
The Web Project Change Kit includes editable DOCX worksheets, email templates, a complete guide, and worked examples. It is a one-time $29 purchase under a single-user business-use license. You can also try the free Scope-Change Triage first.
Disclosure: Web Project Change Kit is my own product. Check its page for contents and license terms.