Five copy-paste emails for UK freelancers: set the round limit at kickoff, warn before the last free round, and price extras when the cap is hit. Free. Not legal advice.
Read the emails Also: free Scope Guard checklist
# Revision-Cap Email Pack (free slice) **OpsKit Digital** — copy-paste emails for UK freelancers & sole traders *Not legal advice. Adapt to your proposal; seek professional advice for contracts.* --- ## When to use this Use these when you sell a **fixed number of revision rounds** (e.g. 2 rounds included) and need clear language at: 1. **Kickoff** — set the cap before work starts 2. **Round warning** — client is about to use the last included round 3. **Cap reached** — further changes = paid extra round or change order 4. **Optional: absorb one tiny tweak** — goodwill without killing the rule 5. **Optional: decline unpaid rush rounds** This is **not** a full change-order checklist (see OpsKit Scope Guard). It is only the **revision-count** conversation. --- ## 1. Kickoff — set the revision cap > Hi [Name], > > Looking forward to starting [Project]. Quick confirmation on revisions so we’re aligned: > > - The fee includes **[2] revision rounds** on the agreed deliverables. > - A “round” = one consolidated set of feedback (ideally in one email / one annotated file). > - Feedback that changes the brief, adds new pages/features, or restarts a settled direction is **out of scope** and will be quoted separately. > > If that matches your expectation, reply “agreed” and I’ll proceed. > > Thanks, > [Your trading name] --- ## 2. Round warning — last included round > Hi [Name], > > Thanks for the notes on [deliverable]. I’ll treat this as **revision round [2 of 2]** included in the fee. > > After this round, further changes will need either: > - a **paid extra revision** at £[amount] / [n] hours, or > - a short change order if the brief itself has moved. > > Please send **all** remaining feedback in this pass so we can close cleanly. > > Thanks, > [Your trading name] --- ## 3. Cap reached — paid extra round > Hi [Name], > > We’ve now used the **[2] revision rounds** included for [Project]. Happy to continue — next steps: > > **Option A — Extra revision round:** £[amount] (or [n] hours at £[rate]), invoice on approval, turnaround [X] working days after payment/approval. > **Option B — Pause here:** We finalise the current version as delivered. > > Which would you prefer? > > Thanks, > [Your trading name] --- ## 4. Optional — absorb one tiny tweak (keep the rule) > Hi [Name], > > That’s a small clarification (under ~30 minutes) so I’ll include it as goodwill **this once**. The revision cap still stands for anything larger or for further passes. > > Thanks, > [Your trading name] --- ## 5. Optional — decline unpaid rush > Hi [Name], > > I can’t take another unpaid round on [Project] — the included revisions are used and my schedule is committed. > > I can either (A) quote an urgent paid round for [date], or (B) schedule a paid round in the next available slot. > > Let me know which works. > > Thanks, > [Your trading name] --- ## Proposal one-liner (paste into SOW) > Revisions: Fee includes **[N] consolidated revision rounds**. Additional rounds or brief changes are chargeable at £[rate]/hour or a fixed extra-round fee agreed in writing before work continues. --- ## Quick checklist - [ ] Cap stated in proposal **and** kickoff email - [ ] “Round” defined (one consolidated feedback set) - [ ] Warning sent before last included round is consumed - [ ] Cap-reached email sent **before** doing more unpaid work - [ ] Any goodwill absorb confirmed in writing as one-off --- *OpsKit Digital · free experiment slice · faceless digital · not a Live store claim*