Template
Out-of-Scope Request: Response Templates
Updated 2026-08-24
Every version below does the same four things: acknowledges the request, says plainly that it's additional work, states the impact in hours and price, and asks for a clear go-ahead before anything starts. Pick the tone that fits the relationship — none of them is a way of saying no.
These are starting points, not legal or contractual language. If your contract already defines a change-order process, follow that — these templates are for the message, not the paperwork.
Friendly
A good default for most clients, most of the time.
Subject
Re: {{requestSummary}}
Message
Hi {{clientName}},
Thanks for sending this over — happy to help with it.
Just a heads-up: {{requestSummary}} falls outside what we originally scoped, so it isn't covered by the current project. Based on what you're describing, it'd be about {{hours}} hours of additional work, coming to {{price}}.
Let me know if you'd like me to go ahead — once you give the OK, I'll get it added to the plan.Firm
When scope has already crept once or twice and you need the boundary to be unmistakable.
Subject
{{requestSummary}} — additional scope, needs approval before I start
Message
Hi {{clientName}},
{{requestSummary}} is outside the scope we agreed on for this project. I want to flag that clearly before any work happens on it.
To take this on: {{hours}} additional hours, {{price}} on top of the current project total.
I won't start on this until I hear back that you're good with the added cost — just want to make sure there are no surprises for either of us.Concise
Fast-moving projects, chat threads, or a client who prefers short and direct.
Subject
{{requestSummary}} — extra, {{price}}
Message
Hi {{clientName}} — {{requestSummary}} is outside the current scope. {{hours}}h, {{price}}. Want me to add it?Know the price before you send this
Fill in the price with a real number from the pricing calculator, not a guess — a specific number is easier for a client to say yes to than a round one, and it means you won't have to walk it back later.
Once a client approves in writing (even just a reply email), CREEPLOCK can hold that as a real, priced change request — tracked from approval through billing and payment, with the amount frozen at what they agreed to.