Change request form template

The simplest cure for scope creep. Record what the client wants to change, what it costs, how it moves the timeline, and get a yes in writing before you start.

Free to copyCost and timeline impactOne page

Scope creep rarely arrives as one big request. It arrives as ten small ones. A one-page form makes each one visible, priced and approved, without turning you into the difficult supplier.

Change Request [CR-number]

Project: [name] · Statement of work: [SOW number and date] · Date raised: [date]

Requested by: [name, company] · Prepared by: [name, your company]

1. Requested change

[Describe the change in one or two sentences, e.g. “Add a members-only area with login, profile page and downloadable resources.”]

2. Reason for the change

[Why the client wants it, e.g. “Sales team needs a place to share gated content with prospects.”]

3. Impact

Scope[What is added, removed or replaced]
Effort[Estimated hours or days]
Cost[Amount and currency], excluding [VAT / GST / sales tax]
Timeline[e.g. launch moves from 14 Oct to 28 Oct]
Other effects[e.g. extra hosting cost, new third-party licence, more testing]

4. Options

  • A. Approve the change as described, at the cost and timeline above.
  • B. Swap it for [an in-scope item of similar size], with no change to cost or timeline.
  • C. Defer it to a later phase and keep the current plan.

5. Decision

Option chosen: [A / B / C] · Payment: [added to next invoice / invoiced on approval]

Approved for Client: ____________________ Name: __________ Date: __________

Approved for Provider: ____________________ Name: __________ Date: __________

Work on this change starts only after both approvals.

Replace everything in [square brackets] with your own details.

A change process that keeps clients happy

  1. Agree it upfront. Put a short change clause in the statement of work, so the process is expected, not a surprise.
  2. Reply quickly. Send the completed form within two or three working days of the request.
  3. Always offer options. Approve, swap or defer. The swap option keeps the budget fixed and is often what the client picks.
  4. Number every change. CR-01, CR-02 and so on. It makes the final invoice easy to explain.
  5. Invoice approved changes promptly. Add them to the next invoice or bill them on approval, as agreed.

What counts as a change?

Anything that adds work not described in the agreed scope, or that changes a deliverable already approved. Feedback within the agreed revision rounds is not a change. A new page, a new feature, a new platform, a second language, or redoing an approved design usually is.

Frequently asked questions

What is a change request form?

A short document that records a requested change to an agreed project, what it affects (scope, cost, timeline, risk), and whether the client approves it. It turns informal “can you just…” requests into decisions with a price.

When should I use a change request?

Whenever a request falls outside the agreed scope in the proposal or statement of work, or would move a deadline. Small favours are fine to absorb occasionally, but log them anyway so you can see when they add up.

Who should approve a change request?

The person on the client side who can approve budget, usually the project sponsor named in the statement of work. Approval from a junior contact who cannot commit budget leads to disputes at invoice time.

How do I price a change?

Estimate the extra hours, multiply by your agreed rate, and add any new costs. Also state the effect on the timeline, because a change that delays launch has a cost even if the client does not see it on the invoice.

Does a change request replace the contract?

No. An approved change request amends the scope, fees or timeline of the statement of work it refers to. Everything else in the agreement stays the same.

How do I say no to a change without upsetting the client?

You do not have to say no. Say “yes, and here is what it means”: the cost, the effect on the timeline and the option to swap it for something already in scope. Most clients appreciate the choice.

More free tools

Statement of work templateScope, deliverables, timeline, acceptance and change control.Retainer pricing calculatorA monthly retainer price with management time, scope buffer and margin.Quote generatorFixed-price quotes with a valid-until date and a client acceptance line.Proposal templateA client proposal structure with example wording for each section.

Updated September 2026. General information, not financial, tax or legal advice. Check the rules where you work.