Email template
Design scope change email
A scope change is easier to discuss before the work than after the invoice. This email separates the original request from the new one, gives an estimate and asks the client to approve or defer.
When to use it
Send when a client request adds a deliverable, a format, a concept or a round outside the agreed scope.
Subject
New request for {{project_name}} — scope and estimate
Body
Hi {{first_name}},
Thank you for the feedback. Most of the items are within the current scope. One request is new: {{new_request}}.
The current scope covers {{current_scope}}. The new request adds {{scope_difference}}.
The estimate is {{estimate}} and it would move the delivery date to {{new_date}}.
We can add it now, schedule it for a second phase, or leave it out. Reply with your choice and we will update the plan.
Thank you, {{sender_name}} {{studio_name}}
Before you send
- Separate the in-scope work from the new request.
- Give a time and cost estimate, not a vague warning.
- Offer a deferral option.
- Do not start the new work until the client chooses.
Questions
What counts as a scope change?
A new deliverable, format, audience, concept or an extra review round. A correction to the current design is usually in scope.
Should the studio absorb a small request?
A small request can be a courtesy, but the studio should decide deliberately. Repeated absorption trains the client to expect free additions.
Can the client approve the estimate by email?
Yes. Keep the email with the estimate and the client's reply in the project record, and update the engagement letter if the change is large.
Sources
Reviewed November 3, 2026. Public pages can change; check the source before relying on a date or a price.