WordPressLog the request
- Record every request that falls outside the agreed scope in one place, with the date, the person who asked and the line of work it touches.
- Write the request in the client's words first, then in one sentence of scope terms. Do not start work from a chat message alone.
Price and size it
- Estimate the hours and any tools or spend it needs, and state which of them the retainer already covers.
- Where possible, give the client two options: do it inside the current plan by moving something else, or add it as a priced change.
Approve in writing
- The client owner approves the change in writing, with the price, the scope line and the start date.
- Nobody touches a live account for a change until that approval is on file. The client approval checklist lists the checks.
Made-up scenario: a client asks for a landing page test in a week already planned for reporting. The agency writes the change: two days added at the agreed day rate, and the report moved by one week. The client replies yes by email the same day, and work starts after that reply.
Update the plan
- Change the scope document, the calendar and the budget note together, and send the client the new version.
- Mark what was dropped or moved, so nothing disappears from the plan without a record.
Checklist
- Each change has a request, an estimate, a written approval and a dated line in the scope document.
- Work starts only after approval. Overruns appear in the next weekly update, not in a surprise invoice.
