A Simple Change Order Template for Freelancers

A client asks for “one small change.” The request may be reasonable, but it still changes the work you priced. A short change order gives both sides one place to confirm what changed before you begin.

This guide is for independent designers and developers working on fixed-price projects. It is a communication template, not legal advice, an electronic signature, or a payment agreement.

When to send a change order

Send one when a request changes at least one of these:

• the deliverables;
• the time needed to finish;
• the delivery date;
• the project price;
• work that has already been approved.

You do not need a change order for every typo. Use it when a reasonable person could later disagree about whether the work was included.

Copy-and-paste template

Project update: [short name of request]

Original plan [Describe the relevant deliverable in one or two sentences.]

New request [Describe what the client asked to add or change.]

What this adds [List the new pages, states, revisions, integrations, or files.]

Not included [Name adjacent work that is still outside this update.]

Additional fee [Amount and currency]

Timeline impact [Extra working days and the revised delivery date]

Next step Please reply “approved” if you want me to add this work. I will start after [your payment or confirmation condition]. The original plan remains unchanged until then.

Worked example

Imagine a client hired you to design a five-page marketing site. After approving the homepage, they ask for a campaign landing page with a signup form.

Your update could say:

Original plan: Five marketing pages using the approved component set.

New request: Add one campaign landing page and a connected signup form.

What this adds: Desktop and mobile layouts, form states, confirmation state, and developer handoff.

Not included: Email automation, copywriting, paid-ad creative, or analytics setup.

Additional fee: $480 USD.

Timeline impact: Two additional working days; delivery moves from August 14 to August 18.

Next step: Reply “approved” and pay the additional invoice before work begins.

The useful part is not the document format. It is the decision: keep the original plan, swap existing work, or add the new work with a clear fee and date.

Five checks before you send it

1. Describe the request in the client’s language, without blame.
2. Name the actual deliverables instead of writing “extra changes.”
3. State what is excluded so the new scope does not keep expanding.
4. Show one exact fee and one revised date.
5. Ask for a clear confirmation before beginning.

Keep a copy with the original proposal, messages, and invoice. If your contract requires a particular approval method, use that method.

Make the conversation easier

A change order should make the choice easier, not make the client feel punished for asking. Keep the tone neutral: the request is possible; it simply changes the plan.

Requotely is being designed to turn a client’s extra request into a clear project update with scope, price, and timeline options. Reserve early access if you want to follow the first release.