Change order request email
Document an out-of-scope request with the work involved, the fee, and the schedule impact before you start.
Hi {{client_name}},
As we discussed, the request to {{change_description}} on {{project_name}} falls outside our current scope.
What's involved: {{work_involved}}
Fee: {{fee}}
Schedule impact: {{schedule_impact}}
Reply to approve and we'll start right away. If you'd like to discuss options, such as phasing the work or a lower-cost alternative, I'm glad to set up a call.
We won't begin the additional work until we have your written approval.
Best regards,
{{sender_name}}
{{company}}
Copy email keeps fonts, colors, bold, links, and lists when you paste into Gmail, Outlook, or Apple Mail. Open in starts a new message with the plain-text version.
When to send it
Send it as soon as a request falls outside the agreed scope, before any extra work begins. Written approval protects both sides.
Tips for a better change order request email
- Describe the change in the client's own words so they recognize it.
- Put the fee and schedule impact in plain numbers.
- Don't start the work until you have approval in writing.
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