Change orders
How to write a freelance change order
A short written record of new work outside the agreed scope. The fields to include, how to state the fee and timeline, and how to get a clear yes before you start.
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Short answer
How do I write a change order as a freelancer?
Write a short change order that names the project, points to the original scope, describes the new work in concrete terms, states the fee and timeline impact, and asks for a written yes before you start. Pause the work until they confirm. Keep out-of-scope items on one line so the ask stays clear.
What a freelance change order is
A change order is a written record of new work outside what you already agreed.
It is not a full contract rewrite. It is not a vague “we’ll figure it out later.”
A clarifying question stays free. A new deliverable, another revision round, or a rush is billable change.
When to write one
Write one when the client wants a new deliverable, another revision round past the cap, a new stakeholder restart, a rush, or a “tiny” tweak after delivery.
Pause the work until you have written confirmation.
A short email with the same fields is enough for small asks. Use a one-page note when the change is larger.
The fields you need
Project and client name. Date. A pointer to the original scope (proposal, statement of work, or email).
A concrete description of the new work. One line on what stays out of scope.
The fee (a clear amount, or hours times your rate). Timeline impact in days or a new date.
What you need from the client: a written yes. Optional: how long the quote stays open. For example, “This price is good for seven days.”
Fee and timeline without a long pricing lecture
Hours times rate is fine. You can also offer “do it now” versus “park it as phase two.”
For deeper fixed versus hourly choices, see how to price a freelance change order.
If you want a sheet that calculates fee from rate and hours, ScopeGuard is €9.
One filled example
Mid-project, a client asks for an extra landing-page section that was not in the brief.
Example change order: Project “Northline site.” Date 12 March. Original scope: homepage and three inner pages as agreed 1 February. New work: one extra landing section with hero, three feature blocks, and mobile layout. Out of scope: copywriting and photo shoot. Fee: for example, €450 fixed. Timeline: adds five business days. Please reply “yes” to approve before work starts. Quote good for seven days.
How approval works
Ask for a clear written yes before you start.
A reply that says yes, a signed PDF, or e-sign can all count. Match what your contract already uses.
If they say “just start” without confirming the fee, send the change order again and wait.
After they approve
Log the change. Update the delivery date. Invoice when due.
A tracker helps with the paper trail. The email page and Email Pack (€5) help with the wording you send.
Common mistakes
Starting work before approval. Vague lines like “misc updates.” A fee with no number and no next step.
Mixing internal notes into the client-facing note. Apologizing for having a scope.
Related pages
Spot the ask with the free checklist. Write the change here. Send wording on the email page. Log and price in the tracker.
If you want tools later
You do not need these to use the guide. One-time files.
Also: change-order email page · blank change-order template · Payhip store
FAQ
Do I need a PDF, or is email enough?
Email with the same fields is enough for many small changes. Use a one-page note when the change is larger or your contract asks for a formal document.
What if the client refuses the fee?
Offer a smaller slice, a later phase, or decline the extra. Do not start unpaid.
Not legal advice. Match your contract and local rules. This is a process aid, not a lawyer.