Was it in the agreed scope?
Check the deliverables, revision allowance and exclusions you actually agreed with the client.
Free · no signup · client-ready
Handle scope creep before the extra work starts.
A small client request can become unpaid delivery time when the boundary, price and approval are left implicit. This kit gives you a simple sequence: classify the request, respond clearly, price the change and get written approval before starting the added work.
4 response scripts5-question triageChange-order workflow1. Triage the request in five questions
Does it add delivery time?
Count production, meetings, admin, testing and revision time—not only the obvious task.
Does it create direct cost?
Include assets, subcontractors, software or other costs caused by the change.
Does it move the schedule?
Record any delay and the capacity it displaces from other paid work.
Do you have written approval?
Do not treat an informal request as approval of a new fee or timeline.
2. Pick the response that matches the situation
Clarify first
Thanks — I can take a look. Before I start, I want to confirm whether this is intended to replace something already in the agreed scope or be added to it. Once that is clear, I can confirm the timing and any price impact.
Small out-of-scope request
Happy to add this. It sits outside the current scope, so I will treat it as a change request and send the additional fee and schedule impact for approval before I start.
Offer a scope trade
We can include this without expanding the project if we remove or reduce another deliverable of similar effort. Otherwise I can price it as additional scope. Tell me which route you prefer and I will document the revised plan.
Pause until approved
I have documented the requested change, additional fee and timing impact. I will keep the original scope moving as agreed and start the added work once the change is approved in writing.
3. Price the change, not just the obvious task
A useful internal estimate is: extra delivery/admin time + direct change costs + schedule opportunity cost, with a risk buffer only when the uncertainty justifies it. PracticalKit's calculator keeps those components visible rather than hiding them inside one guessed number.
Price the change freeSee the pricing method4. Record approval before delivery
Change record: requested change · what is added/removed · additional fee · payment timing · schedule impact · approval date. Keep the approved record with the original project terms.
What this kit does—and does not do
This is a commercial communication and planning aid. It does not determine whether a request is legally outside a contract, whether a fee is enforceable, or what local law requires. Use your actual agreement and professional advice where needed.
PracticalKit Tools runs the free calculators in your browser. No signup is required for this workflow.