Change request form template
A change request form is a short document that describes work a client wants beyond the agreed scope, what it will cost, how it affects the timeline, and records the client’s approval before the work starts. It is what turns scope creep into paid work.
Copy the change request form
Swap the [bracketed] parts for your details. Paste it into an email, a doc or your project tool.
CHANGE REQUEST Request no.: [CR-001] Date: [date] Client: [Client name] Project / plan: [e.g. Website redesign / Monthly SEO retainer] Requested by: [Name] 1. WHAT'S BEING REQUESTED [Describe the change in the client's words, e.g. "Add a pricing page with three plan cards and an FAQ."] 2. WHY IT'S OUTSIDE THE CURRENT SCOPE [e.g. "New pages are listed as not included in the scope of work (section 3)."] 3. WHAT THE WORK INCLUDES - [Task 1, e.g. "Design one pricing page in the existing style"] - [Task 2, e.g. "Build and connect it to the site navigation"] - [Task 3, e.g. "One round of revisions"] 4. COST [Fixed price: $___] or [Estimated hours: ___ x $___/hour = $___] 5. EFFECT ON TIMELINE [e.g. "Adds 3 business days. Launch moves from [date] to [date]." / "No change to existing deadlines."] 6. APPROVAL Work on this change starts only after approval. [ ] Approved [ ] Not approved [ ] Approved with changes: ______ Client signature / name: ______________ Date: ________ Agency: ______________ Date: ________
When do you need a change request?
Any time the work asked for goes beyond what the scope of work covers.
New deliverables
A page, feature, campaign or asset that isn’t listed in the scope of work.
Revision rounds used up
Another round of changes after the included rounds are spent.
Hours used up
Covered work, but this month’s or this project’s hours are already used.
A change after sign-off
Reworking something the client already approved.
How should a change request work?
Five habits that make extra work feel normal to clients rather than awkward.
- 1
Check it against the scope
Is the request included, extra, or unclear? If unclear, ask what “done” looks like before you price it.
- 2
Fill in the form the same day
Describe the work, say why it’s outside the scope, and give the price and the effect on the timeline.
- 3
Send it with a short note
For example: “Happy to take this on. It’s outside your current plan, so here’s a quick change request to approve.”
- 4
Start only after a yes
Written approval first. An email reply saying “approved” is enough for small changes.
- 5
Log it
Keep every approved change per client. At renewal, it shows whether the plan should be bigger.
- Same-day reply
- A clear price
- The timeline impact
- Approval before work starts
Creepless turns every extra request into a quote
Clients send requests through their own private link. Each one is checked against the plan you set, and extras get a suggested price and a drafted reply. The client approves the quote on their link before work starts, and you can see how much extra-work revenue each client brings in.
What is a change request form?
A change request form is a short document that describes work a client wants beyond the agreed scope, what it will cost, how it affects the timeline, and records the client’s approval before the work starts. It is what turns scope creep into paid work.
What should a change request include?
What is being requested, why it falls outside the current scope, the tasks involved, the price or estimated hours, the effect on the timeline, and a place for the client to approve or decline.
What is the difference between a change request and scope creep?
They can be the same extra work. A change request is described, priced and approved before it starts, so it’s paid. Scope creep is the same work done without that step, so it isn’t.
Does every small extra need a change request?
Every extra needs a price and a yes before work starts, but not always a formal form. For small extras a one-line reply with the price, and the client’s “go ahead”, does the same job.
Who should approve a change request?
Whoever on the client side can approve spending, usually the person who signed the original agreement. Note their name and the date on the form.
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