Change Request Form Template
A lightweight change request form to stop scope creep politely. Captures the request, impact on time/cost/timeline, options for proceeding, and approval—all in one place.
What You'll Get
- Formal document template — For significant changes that need documentation
- Quick version (copy/paste) — For email-based change discussions
- Impact assessment fields — Time, cost, and timeline implications
- Options section — Present multiple approaches (A/B) for client choice
- Approval workflow — Signature/date fields for clear authorization
Download the Template
Get the change request form template in PDF format.
No email required. Free to use and share.
What the Form Must Include
Request Details
- • Request summary — What's being asked for
- • Reason/context — Why this change is needed
- • Requested by — Who made the request
- • Date requested — When it came in
Impact Assessment
- • Time impact — Additional hours required
- • Cost impact — Additional budget needed
- • Timeline impact — Delivery date changes
- • Risk notes — What could go wrong
Options
- • Option A — Full implementation
- • Option B — Reduced/alternative approach
- • Option C — Defer to future phase
Approval
- • Selected option — Which path chosen
- • Approved by — Client name
- • Approval date — When authorized
- • Signature — Written or digital
Quick Email Version (Copy/Paste)
For smaller changes, use this email template instead of the formal document:
Subject: Change Request — [Project Name] — [Brief Description] Hi [Client Name], You mentioned wanting to [brief description of request]. I wanted to document this and get your approval before we proceed. **What's requested:** [Clear description of the change] **Impact:** - Additional time: [X hours/days] - Additional cost: [$X] - Timeline shift: [New date or "no change"] **Options:** A) [Full implementation] — [cost/time] B) [Alternative approach] — [cost/time] C) Defer to Phase 2 **To proceed:** Reply with your preferred option and I'll update our project plan. Let me know if you have questions. Best, [Your name]
This email creates a paper trail without the formality of a full document. Save the reply as approval.
How to Use It
- 1
Document the request immediately
When a client asks for something outside scope, write it down right away. Don't wait.
- 2
Assess the impact honestly
Calculate real time/cost impact. Don't underestimate to make the client happy—you'll pay for it later.
- 3
Present options, not just costs
Clients respond better to choices. "Here are three ways to handle this" is more constructive than "this will cost you more."
- 4
Get explicit approval
Don't proceed until you have written approval. "Sounds good" in a meeting isn't enough—get it in writing.
- 5
Update your project docs
Once approved, update the SOW, timeline, and budget. Keep everything in sync.
Common Mistakes & Tips
Waiting too long to bring it up
The longer you wait, the more the client assumes it's included. Raise scope questions within 24 hours of the request.
Making it feel confrontational
Frame it as process, not pushback: "Here's how we handle changes to ensure nothing falls through the cracks."
Not offering the "no impact" option
Sometimes "defer to Phase 2" lets the client feel heard while protecting your current scope. Always include it.
Absorbing small changes repeatedly
Ten small changes add up. Track even minor requests—if you see a pattern, address it as a batch.
How to Run This in Corcava
- Create a change request task — Tag it to the project and assign to the account owner
- Attach the form to the client record — Keep all change requests in one place
- Update project budget when approved — Reflect the change in your tracking
- Share via client portal — Let clients see and approve changes directly
Maps to: Tasks, Documents, Client Portal features
Frequently Asked Questions
How small is too small for a change request?
If it takes less than 30 minutes and doesn't change the deliverable significantly, you might absorb it. But track these "small" requests—if they happen often, they add up and deserve a conversation.
What if the client says "this should have been included"?
Reference your SOW. If it wasn't explicitly listed, it wasn't included. This is why clear scope documentation matters. Politely but firmly point to the agreement.
Should I charge for the time spent assessing the change?
For small assessments (under 30 min), typically no. For complex changes requiring significant analysis, yes—include "assessment time" as part of the impact or as a separate line item.
How do I handle urgent changes that can't wait for approval?
Get verbal approval, then follow up with written documentation immediately. "Per our call, proceeding with X at additional cost of Y. Please reply to confirm." Don't start without some form of acknowledgment.
Can I use this for internal scope changes?
Yes. Internal changes (we need to add a feature, we discovered a technical issue) should be documented too. It helps you understand where scope creep comes from—client requests or internal decisions.
What if the client keeps requesting changes?
Pattern of frequent changes suggests either poor initial scoping or a client who doesn't respect boundaries. Address it directly: "We've had X change requests this month. Let's discuss whether we need to adjust our scope or process."
Related Templates
Scope of Work Template
Clear SOW prevents ambiguity about what's in and out of scope.
Retainer Tracker
Track retainer scope and handle overage via change requests.
Client Portal Checklist
Let clients submit and approve change requests through a portal.
Project Kickoff Checklist
Set change request expectations at project start.