Working template: Handle a mid-project scope change before work continues

Download this file and copy its contents into a document or record in your existing system. Complete each item; state why an item does not apply. Use the actual agreement and check links as the person receiving the work. Do not store passwords.

Project / original accepted proposal and version

[ Complete ]

Change ID / requester / date

[ Complete ]

Request and difference from the baseline

[ Complete ]

Classification: correction / clarification / new scope

[ Complete ]

Deliverable impact and retained work

[ Complete ]

Price basis / tax treatment under the agreement

[ Complete ]

Timing and required inputs

[ Complete ]

Options and client reply

[ Complete ]

Decision maker / answer / evidence / date

[ Complete ]

Outcome and plan update / owner

[ Complete ]

Completion checks

• The original proposal and version remain available.
• The change distinguishes a correction, clarification, and new request.
• Deliverable, price, timing, and dependencies are explicit.
• The plan points to a specific change decision.

Change reply to complete

Hi [name], request [description] differs from accepted proposal [ID and version] as follows: [difference]. We offer [option and scope]. The price is [amount, currency, fixed/estimate/rate and tax basis]. Timing [date or time to verify impact] depends on [input]. The original scope [retained work]. Please confirm [specific option and change ID] through the method in our agreement, or tell us what needs clarification.

Verify unknown prices and dates first; unfilled variables are not a commitment.