================================================================ CHANGE ORDER TEMPLATE — COMPLETE DOCUMENT Free resource from SoloStack | solostack.madethis.app ================================================================ A complete Change Order template plus 3 worked examples and the word-for-word email script to send when requesting one. ================================================================ CHANGE ORDER DOCUMENT TEMPLATE ================================================================ CHANGE ORDER #[NUMBER] Project Name: _______________________________________ Date: _______________________________________ Client Name: _______________________________________ Client Email: _______________________________________ Freelancer: _______________________________________ Original Contract Date: ________________________________ ---------------------------------------------------------------- SECTION 1: ORIGINAL SCOPE SUMMARY ---------------------------------------------------------------- Per the original Agreement dated [DATE], the agreed scope included: [List the original deliverables from the contract. Be specific. Example: "5 blog posts, 1,000 words each, on topics provided by client, delivered weekly over 5 weeks."] ---------------------------------------------------------------- SECTION 2: CHANGE REQUEST DESCRIPTION ---------------------------------------------------------------- On [DATE], Client requested the following work that falls outside the original scope: [Describe the new/additional work requested. Be specific and objective. Example: "Client requested 3 additional blog posts on topics related to the original series."] This work is outside the original scope because: [Explain specifically which clause or deliverable list it falls outside of. Example: "The original Agreement covered 5 posts. The additional 3 posts were not included in Exhibit A."] ---------------------------------------------------------------- SECTION 3: COST BREAKDOWN ---------------------------------------------------------------- Option A — Hourly Rate: Additional hours estimated: ________ hrs Hourly rate: $_______ / hr SUBTOTAL: $_______ Rush premium (if applicable): $_______ (+____%) TOTAL CHANGE ORDER AMOUNT: $_______ --- Option B — Flat Fee: Additional work — flat fee: $_______ Rush premium (if applicable): $_______ (+____%) TOTAL CHANGE ORDER AMOUNT: $_______ --- Payment terms for this Change Order: [ ] 50% upfront, 50% on delivery [ ] Full payment before work begins [ ] Added to next invoice [ ] Other: _______________________________________ ---------------------------------------------------------------- SECTION 4: TIMELINE IMPACT ---------------------------------------------------------------- [ ] No timeline impact. Additional work can be completed within the original project timeline. [ ] Timeline extension required. Original delivery date: _______________________ Revised delivery date: _______________________ Reason for extension: _______________________ _______________________________________________________ Note: Timeline extension applies only to deliverables affected by the additional work. All other original deliverables remain on the original schedule. ---------------------------------------------------------------- SECTION 5: APPROVAL ---------------------------------------------------------------- By signing below, both parties agree to the additional scope, cost, and timeline described in this Change Order. This Change Order modifies the original Agreement. All other terms of the original Agreement remain in effect. Client Signature: _________________________ Date: _______ Client Name (Print): _________________________ Freelancer Signature: _________________________ Date: _______ Freelancer Name: _________________________ ================================================================ WORKED EXAMPLE #1: WRITING EXTRA PAGES ================================================================ CHANGE ORDER #002 Project Name: Acme Co Website Copy Date: [Current Date] Client Name: Sarah Chen, Acme Co Client Email: sarah@acme.co Freelancer: Jane Doe Copywriting Original Contract Date: [Original Date] SECTION 1: ORIGINAL SCOPE The original Agreement covered copy for 5 website pages: Home, About, Services (3 services), and Contact — delivered as a single draft within 14 days of kickoff. SECTION 2: CHANGE REQUEST On [Date], client requested copy for 2 additional pages: a "Case Studies" page featuring 3 client stories (~400 words each) and a "FAQ" page (15 questions and answers). This work is outside the original scope because the original Agreement listed 5 specific pages. "Case Studies" and "FAQ" pages were not included in Exhibit A. SECTION 3: COST Additional work: 2 pages × 3 hours each = 6 hours Hourly rate: $85/hr SUBTOTAL: $510 Rush premium: Not applicable TOTAL: $510 Payment terms: 50% upfront ($255), 50% on delivery ($255) SECTION 4: TIMELINE Timeline extension required. Original delivery: [Original Date] Revised delivery: [Original Date + 5 business days] Reason: Additional research and writing time for case study interviews and FAQ compilation. ================================================================ WORKED EXAMPLE #2: LOGO REDESIGN AFTER APPROVAL ================================================================ CHANGE ORDER #001 Project Name: Bloom Bakery Brand Identity Date: [Current Date] Client Name: Marcus Williams, Bloom Bakery Client Email: marcus@bloombakery.com Freelancer: Alex Kim Design Original Contract Date: [Original Date] SECTION 1: ORIGINAL SCOPE The original Agreement covered: primary logo design (3 concepts, 2 revision rounds), color palette, and typography selection. Client approved the final logo on [Approval Date]. SECTION 2: CHANGE REQUEST On [Date], client requested a revision to the approved final logo to change the central floral illustration to a wheat motif and adjust the logotype to a serif font. This request was made after final approval had been given. This is outside the original scope because the revision limit of 2 rounds was exhausted, and the final logo was approved in writing on [Approval Date]. This request constitutes a new design direction. SECTION 3: COST Flat fee for redesign of approved logo: $350 Rush premium (requested for same-week delivery): $87.50 (+25%) TOTAL: $437.50 Payment terms: Full payment before work begins. SECTION 4: TIMELINE Original delivery: Complete (approved). New delivery date for revised logo: [Date + 4 business days] ================================================================ WORKED EXAMPLE #3: NEW FEATURE MID-PROJECT ================================================================ CHANGE ORDER #003 Project Name: Spark App MVP Development Date: [Current Date] Client Name: Priya Patel, Spark Inc Client Email: priya@sparkinc.com Freelancer: Dev Solutions / Tom Rivera Original Contract Date: [Original Date] SECTION 1: ORIGINAL SCOPE The original Agreement covered MVP development of the Spark mobile app including: user authentication, profile creation, main feed, and basic messaging — delivered in 8 weeks. SECTION 2: CHANGE REQUEST On [Date], client requested addition of a push notification system (in-app and push) and a basic analytics dashboard (user activity, retention stats, funnel view). These were not included in the original MVP scope. This is outside the original scope because the original Agreement listed 4 specific feature areas. Push notifications and analytics were explicitly discussed as "Phase 2" features during the kickoff call on [Date]. SECTION 3: COST Push notification system: 14 hours × $110/hr = $1,540 Analytics dashboard: 18 hours × $110/hr = $1,980 SUBTOTAL: $3,520 Rush premium: $528 (+15% — required to maintain original launch date) TOTAL: $4,048 Payment terms: 50% upfront ($2,024), 50% on delivery ($2,024) SECTION 4: TIMELINE No timeline impact if payment is received within 3 business days. If timeline cannot be maintained: original delivery shifts from [Date] to [Date + 2 weeks]. ================================================================ WORD-FOR-WORD EMAIL SCRIPT — REQUESTING A CHANGE ORDER ================================================================ Use this email template when a client requests something outside your original scope. Send it promptly — before doing the work. --- Subject: Re: [Project Name] — Change Order for [Brief Description] Hi [Client Name], Thanks for reaching out about [brief description of request]. I want to make sure we're aligned before moving forward. Looking at our original agreement from [Date], the scope covered [brief summary of what was included]. The [new request] falls outside that scope, so I'll need to put together a Change Order to document the additional work and cost. Here's a quick summary of what I'm estimating: - [Description of additional work] - Estimated time: [X hours] at $[rate]/hr = $[total] [OR: Flat fee: $[amount]] - Timeline impact: [None / Adds X business days] I've attached the formal Change Order for your review and signature. Once we have that signed and [payment terms — e.g., the 50% deposit received], I'll get started on the additional work right away. [If there's a timeline concern:] Quick note: if you need this by [date], I'd need approval by [deadline date] to work it into my schedule. Let me know if you have any questions — happy to hop on a quick call if it's easier. [Your name] --- NOTES ON USING THIS EMAIL: - Send it promptly. The longer you wait, the more the client assumes you're doing it for free. - Be matter-of-fact, not apologetic. This is a normal business process. - Don't ask "is that okay?" — state the process and let them respond. - If they push back on the Change Order, see the scope creep scripts download for word-for-word responses. ================================================================ Get the full contract clause templates, 12 scope creep scripts, and more at: solostack.madethis.app/resources/freelance-scope-creep ================================================================