Free Invoice Generator

Scope change email generator

Describe what was agreed and what the client has asked for, then price it, and the sheet writes a short email asking the client to confirm in writing before you start. Copy it, or open it in your email app.

The request

Reads "Thank you for asking about an online shop on the site".

Reads "the agreed scope was a five-page site with a contact form". Copy it from the quote if you have one.

Leave it blank for "the project".

The price

On top of the fee already agreed.

The deadline
Who it is from and to

Only used to fill in the To line when you open the email in your email app.

GuideQuotes, estimates and invoicesHow this works, and where the figures go wrong →

Why write it down before you start

Get the client's agreement to the price in writing before doing the work. A request made on a call, and a "sure, I can do that" in reply, is remembered differently by each side once the invoice arrives. A reply to this email saying "yes, go ahead" is a record of what was asked for and what it costs. That is why the email ends by asking for one, and says the work agreed earlier carries on either way.

If you have a contract, check it first. A contract may set out how changes are requested and priced, and if yours does, follow its process; this email can be the written request it asks for.

Pricing the change

  • Fixed price: when you know what the extra work involves. The client knows the cost and you carry the risk of it taking longer.
  • By the hour, with a range: when you do not. I recommend giving a range of hours rather than one number, because a single figure tends to be remembered as the price.Quotes, estimates and invoices covers why. The email also says you will tell the client before going past the top of the range. When it is done, the hourly invoice calculator works out the invoice from the hours you logged.
  • Not priced yet: when you need to look into it first. The email flags the change now and says a figure will follow before any of the work is done.

If you have already started

Say so in the email rather than leaving it out. A client who finds out later that the work was under way before they agreed to pay for it has a fair complaint. Tick the box and the email says it in its own paragraph, says you have paused, and says the time spent so far is in the figure. If you are not charging for that time, change the sentence before you send it.

What this generator does not do

  • It does not decide what is in scope. That depends on what you agreed, and the email quotes whatever you type as the agreed scope.
  • It does not send anything. It writes the email. You copy it, or open it in your own email app, and send it from there.
  • It does not keep anything. Nothing is written to your browser's storage and nothing you type is sent to us.

Related

Once the change is agreed, the invoice generator makes the invoice, with the extra work on a line of its own. If the change makes the project long enough to bill in stages, deposits and progress billing covers how to split it.

Last updated 3 October 2026