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Change-order / scope-creep checklist

One page for UK freelancers & sole traders: pause → classify → short change-order note → revision-cap reminders. Free. Not legal advice.

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Checklist

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OpsKit Digital

Change-Order / Scope-Creep Checklist

One-page mid-project money defence for UK freelancers & sole traders

Free lead magnet — not legal advice. Templates and checklists only. Adapt to your practice; seek professional advice for contracts. A fuller Scope Guard pack may be offered later via the OpsKit Digital store when available. No purchase required to use this page.

1. Pause before you say yes

  • Re-read the original proposal / SOW / email brief
  • Classify: in scope, clarification, or new work?
  • Estimate hours or fixed fee before committing in chat
  • Avoid “sure” on Slack / WhatsApp with no paper trail

If >~30 min, or changes deliverables / timeline / price → change order.

2. Capture the request

Date Client 
Project From 
Ask 

3. Classify the impact

  • New deliverable
  • Changed deliverable
  • Extra revision round beyond the proposal
  • Timeline change (bring forward / delay / new milestone)
  • New third-party / access dependency
  • Out of scope entirely (different service than sold)

Rough effort: ☐ under 1 hour   ☐ 1–4 hours   ☐ half day+   ☐ needs re-quote

4. Decide: absorb, amend, or decline

OptionWhenAction
AbsorbTiny goodwill, under ~30 minConfirm in writing — no extra fee
AmendMaterial time, money, or riskSend change-order note before starting
Decline / deferWrong fit or kills marginOffer later phase or separate quote

5. Short change-order note (paste / adapt)

Hi [Name], thanks for the request to [short description]. That’s outside the current scope for [Project].
Proposed change: [what you will do]  |  Extra fee: £[amount] (or [n] hrs at £[rate])  |  Timeline: [none / +X days]  |  Payment: [on approval / add to final / 50% now]
If you’re happy, reply “approved” and I’ll proceed. Or we can park this for a later phase. — [Your name / trading name]
  • Clear written approval
  • Fee & dates in the thread
  • Tracker / calendar updated

6. Protect the next project

  • Revision cap in proposals (extra rounds billed / change-ordered)
  • Out-of-scope list + written change process
  • Know Late Payment of Commercial Debts (Interest) Act 1998 for overdue fees — not a substitute for change orders

Quick red flags

“Can you just…”Pause → classify → change order if material
Scope only on a callSame-day written summary
“Fee later”Do not start until fee/timeline agreed
Endless “final” tweaksPoint to revision cap; offer paid round
OpsKit Digital — practical ops kits for UK freelancers. Customise freely for your practice. Free checklist; redistribution as your own paid product is not permitted. Not legal advice.
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