A client asks for one more section, a new form, or a different direction after the scope is agreed. The request may sound small, but the work can affect design, development, testing, and launch dates. A short written change process helps you respond clearly and protect the relationship.
1. Write down the requested change
Restate the request in plain language. Separate what the client asked for from your assumptions. If it is still vague, ask for the missing details before estimating it.
2. Compare it with the agreed scope
Check the proposal, statement of work, or approved project brief. Identify the specific deliverable or revision limit the request changes. This creates a shared reference instead of turning the discussion into a debate about memory.
3. Estimate the work and dependencies
Break the change into design, build, review, and testing tasks. Note dependencies on copy, images, third-party services, or client feedback. Include coordination and quality checks, not only production.
4. Explain the schedule impact
State whether the change fits within the current timeline, moves a milestone, or requires a new delivery date. Make clear which decision or client input the revised schedule depends on.
5. Get written approval before starting
Send the description, fee, schedule effect, and approval deadline together. Ask the client to approve those exact terms in writing. Keep the approval with the project record, then update your task list and timeline.
A simple change-request record
- What is changing and why
- What is included and excluded
- Additional fee or pricing basis
- Effect on milestones and launch date
- Who must approve and by when
A consistent record makes small requests easier to assess and gives both sides a clear decision point. It does not remove every disagreement, but it reduces avoidable ambiguity.
Use a ready-made workflow
The Web Project Change Kit includes a Quick Start Guide, complete guide, worked examples, editable DOCX worksheets, and client email templates. It is a one-time $29 purchase with a single-user business-use license. The materials are for your own business and client work; the source files may not be resold or redistributed.
If you want to test the process first, start with the free Scope-Change Triage.
Disclosure: The Web Project Change Kit is my own product. Product details and license terms are shown on the linked pages. No outcome or revenue result is promised.