Change request template: handle new asks without arguing about scope
A simple change request template: what was asked, how it differs from the agreed scope, the cost in time and money, and a yes or no. Copy it and handle scope creep politely.
When someone asks for something new, write it down. Say what it changes, what it costs, and ask for a yes or no.
When to use it
When a client or stakeholder asks for something outside the agreed scope: a new page, an extra round, a different format, a later change of mind.
The template
Change request #[number] · [project] · [date]WHAT WAS ASKED[The new request, in their words if possible]WHY IT IS A CHANGEAgreed scope: [what the scope or brief said]This adds or changes: [the difference]IMPACTTime: [+ hours or days]Cost: [+ amount, or "included"]Dates: [which milestone moves, from → to]Other effects: [anything that gets dropped or delayed]OPTIONSA. Do it now: [cost, new date]B. Do it after launch: [cost, date]C. Do not do itDECISION: [A / B / C] · approved by [name] · [date]
A filled example
Change request #3 · Spring webinar campaign · May 8WHAT WAS ASKED"Can you also make a 30-second video for LinkedIn?"WHY IT IS A CHANGEAgreed scope: landing page, three emails, two static social postsThis adds: one 30-second videoIMPACTTime: +12 hoursCost: +$1,200Dates: final delivery moves from May 16 to May 21Other effects: noneOPTIONSA. Do it now: $1,200, final delivery May 21B. Do it after the webinar for the replay: $1,200, May 28C. Do not do itDECISION: B · approved by Jordan · May 9
Tips
- Never say no flat. Give options with prices. It keeps the relationship warm.
- Write it the same day. Small asks pile up fast.
- Get the decision in writing. Email is fine.
- Keep a numbered list. At the end, it shows the client how much they added.
Where M-Tracker fits
M-Tracker keeps project scope, milestones and time in one place, and clients can request changes from an approval link. Change requests do not count as approvals, and the extra time shows up on the project. No screenshots and no activity tracking.
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Questions people ask
Is a change request the same as a change order?
Close. A change order is often the signed, priced version in construction and contracts. For most service teams, this one page is enough.
What if the change is small?
Still log it. Five small changes add up to a big one.
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