Free templates
Change request form and out-of-scope email templates for software and website projects
A change request is any ask that changes the agreed scope, timeline or price of a project. Capture it on a change request form (what changes, why, the effect on hours, fee and delivery date, and who approves), then reply with a short out-of-scope email that offers an estimate instead of a flat no. Copy the change request templates and five email replies below.
When a request becomes a change request
Compare the request with what was agreed: the proposal, the statement of work or the acceptance criteria on the original task. It is a change request when any of these is true:
- it adds a page, feature, integration, platform or user role;
- it changes something the client already approved or accepted;
- it asks for more revision rounds than the agreement includes;
- it moves the deadline earlier or adds a new one;
- it is reported as a bug, but the software does what the agreed specification says.
A defect against the agreed acceptance criteria is not a change request. Fix it inside the original scope. A few examples:
| Client message | Change request? |
|---|---|
| “The contact form on the new site doesn’t send.” | No, it is a defect in delivered scope. |
| “Can we add a newsletter signup to the footer?” | Yes, it is new functionality. |
| “Let’s use the other colour scheme after all.” | Yes, if the design was already approved. |
| “The export should also include deleted records.” | Usually yes, unless the specification said so. |
Software change request form template
Use one form per change. Fill in sections 1 to 4 with the client, then add the impact and estimate yourself. Paste it into an email, a document or the description of a task.
CHANGE REQUEST Change request ID: CR-[number] Project: [project name] Requested by: [name, company] Date requested: [YYYY-MM-DD] Related task or ticket: [link or ID] 1. Requested change [What should change, in one or two sentences. One change per form.] 2. Reason [Why it is needed, and what happens if it waits.] 3. Current and requested behaviour Current: [what the software does today] Requested: [what it should do after the change] 4. Acceptance criteria - [Observable result 1] - [Observable result 2] 5. Scope impact Scope status: [In scope / Out of scope] Affected areas: [screens, API endpoints, integrations, data] Not included: [what this change does not cover] 6. Effort and fee Estimated effort: [hours, e.g. 6-8 h] Fee: [fixed amount and currency, or hours × rate] Billing: [inside the current budget / billed separately] 7. Timeline impact New delivery date: [YYYY-MM-DD] What moves: [work that is delayed or swapped out] 8. Risks and dependencies [Third-party APIs, content from the client, data migration, extra testing.] 9. Decision Decision: [Approved / Rejected / Deferred] Approver: [name, role] Date: [YYYY-MM-DD] Notes: [conditions attached to the decision]
Two fields do most of the work. “Not included” stops the change from growing while you build it, and “What moves” makes the trade-off visible: a new feature either costs more, takes longer or replaces something else.
Website change request form
Website changes need a few different details: the exact URLs, who supplies the content and whether search rankings could be affected.
WEBSITE CHANGE REQUEST Request ID: WCR-[number] Website: [domain] Requested by: [name] Date: [YYYY-MM-DD] Page(s) or URL(s): [full URLs] Type of change: [content / design / new page / functionality / plugin or integration / SEO] What should change: [Describe the change. Attach the final copy, images and a screenshot of the current page.] Why: [The goal, campaign or deadline behind it.] Devices and browsers to check: [e.g. iPhone Safari, desktop Chrome] Content supplied by: [client / us], due [YYYY-MM-DD] SEO impact: [URL changes, redirects, page titles, meta descriptions] Hosting, theme or plugins: [new plugin, theme update, licence costs] Scope status: [In scope / Out of scope] Estimate: [hours] · [fee and currency] Go-live date: [YYYY-MM-DD] Decision: [Approved / Rejected / Deferred] Approved by: [name] Date: [YYYY-MM-DD]
Out-of-scope email templates
A good out-of-scope email to a client does three things: it says yes to the idea, names the agreed scope in one line, and puts a number and a date on the extra work. Pick the reply that fits, fill in the brackets and keep the tone as friendly as the request was.
1. Yes, as a separate estimate
Subject: Re: [their subject] – estimate for the extra change Hi [Name], Thanks for sending this over. [One-line restatement of the request] makes sense, and I can do it. It is outside what we agreed for [project or phase], which covers [one-line scope], so I will handle it as a separate change: - Estimate: [hours] hours, [fee and currency] - Timing: I can start on [date] and deliver by [date] without moving [current milestone] If that works for you, approve the estimate and I will schedule it. If the budget is tight, I am happy to suggest a smaller version. Best, [Your name]
2. Small change, price stated up front
Subject: Re: [their subject] Hi [Name], Happy to do this. It is a small addition outside the original scope, about [time], so I will add [fee] to this month's invoice. I will have it live by [date] unless you would rather I hold off. Best, [Your name]
3. Swap instead of add
Subject: Re: [their subject] – three options Hi [Name], Good idea. To keep the budget and the [date] launch where they are, here are three ways to fit it in: Option A: Add [new item] and drop [item of similar size] from this phase. Option B: Keep the current plan and add [new item] as a separate estimate: [hours] hours, [fee]. Option C: Park it for the next phase. Which would you prefer? I will update the plan as soon as you decide. Best, [Your name]
4. Not now: park it for the next phase
Subject: Re: [their subject] Hi [Name], Thanks for this. Adding it now would put the [date] launch at risk, so I suggest we finish the current scope first and pick it up straight after. I have logged it as [request ID] with your notes, so nothing gets lost. After the launch I will send you an estimate for it, together with anything else on the list. Best, [Your name]
5. “I thought that was included”
Subject: Re: [their subject] – what the scope covers Hi [Name], I understand why this looks like part of the original job. I checked the scope we agreed on [date]. It lists [relevant line] but not [requested item], which is why it is not in the plan. I would rather settle this now than leave it open, so here is my suggestion: - [Part that was genuinely unclear]: I will cover it at no charge. - [The rest]: a change of [hours] hours, [fee]. Tell me if I have misread anything in the scope document. I am happy to talk it through on a short call. Best, [Your name]
How to say no to a client request without losing the client
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Answer quickly
A same-day reply with an estimate lands better than a week of silence followed by an invoice.
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Point to the agreement, not to yourself
“The agreed scope covers X” is easier to accept than “I don’t do that”. Quote one line, not the whole contract.
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Offer options
An estimate, a swap or a later phase. A choice between options is easier to accept than a no.
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Get a written yes before you start
An approval tied to one specific estimate ends the “I thought that was included” conversation before it starts.
For the full intake side, from first message to planned task, see how to manage client requests.
Change request vs change order
| Change request | Change order | |
|---|---|---|
| What it is | A proposal to change the agreed scope, timeline or price | The approved amendment to the contract |
| When | Before the decision | After approval, before the work starts |
| Typical use | Software, website and IT projects | Construction and formal fixed-price contracts |
On small software projects, an approved change request with the hours, the fee, the approver’s name and the date often does the job of a change order. If your contract requires a signed change order, follow the contract. These templates are not legal advice.
Log change requests in TaskOH
In TaskOH a change request is a task, so the request, the estimate, the decision and the delivery stay in one place.
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Capture the request
Clients submit it through the client portal, or you create the task and paste the form above into its description.
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Mark it out of scope
Set the scope to out of scope, mark it billable, and record the planned hours (in 15-minute steps) and the fee with its currency. You can do this on any plan.
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Send the estimate
Send an estimate with a fee, hours or both. The task moves to Needs client and becomes visible to the client, who approves or rejects it in the portal.
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Deliver and request sign-off
When the change is done, request delivery approval. The client approves it or asks for changes with a comment.
Sending estimates and delivery approvals needs Solo or higher, from $1.99 per workspace per month. TaskOH does not create invoices; the Billable hours report lists completed billable tasks per client and month, with a CSV export for your invoicing tool. The client approval workflow explains why the estimate and the delivery need separate decisions.
Change request FAQ
What is a change request form?
A short document that records a proposed change to an agreed project: what changes, why, its effect on effort, fee and timeline, and the client’s decision. It turns a casual “can you also…” into something both sides can approve.
What should a change request include?
The requested change, the reason, acceptance criteria, scope impact, estimated hours, the fee, the timeline impact, risks, and the decision with the approver’s name and date.
How do I tell a client a request is out of scope?
Thank them, restate the request, name the agreed scope in one line, and offer an estimate with a date. Templates 1 and 3 above cover most cases.
Should I charge for small changes?
Decide once and say it in your agreement, for example “changes under 30 minutes are included, up to two per month”. Then apply the rule consistently, and log small changes anyway so you can see when they add up.
Can I use these templates in Word or Google Docs?
Yes. Copy the text and paste it into any document, email or task description. The templates are free to use and adapt.
Is this legal advice?
No. The templates are practical starting points for project communication. For contract wording, ask a lawyer in your jurisdiction.