01 / Read the actual agreement
A revision or a new deliverable?
Imagine you’re redesigning a 12-slide workshop deck for $1,200 USD. The agreed outputs are an editable PowerPoint and a matching PDF. Two consolidated review rounds cover those 12 slides; extra slides are excluded.
“Please add two appendix slides using the FAQ copy I will send tomorrow.”
The deciding detail is the agreed slide inventory, not whether the client calls the work “quick.” More white space on an existing slide fits this example’s review allowance. Two additional FAQ slides change the output.
Check your own agreement first. If it already includes added slides, follow that scope. If the wording is unclear, clarify the request together before treating it as a chargeable extra.
02 / Make the effect visible
Price is only one part of the change.
Before replying, check the added output, required inputs, review allowance, delivery target, and payment arrangement. In this example, adding the slides also moves delivery of the whole deck.
| Decision | Agreed project | Proposed change |
|---|---|---|
| Output | 12 slides + matching PDF | 14 slides + matching PDF |
| Project fee | $1,200 | $1,350 total (+$150) |
| Delivery target | 30 October 2026 | 2 November 2026 |
| Reviews | 2 rounds on slides 1–12 | Original allowance retained; 1 separate round on the 2 additions |
| New input | Original approved copy | Client-approved FAQ copy by 27 October |
The $150 is an illustrative quote for this fictional job. Estimate your own effort and availability; do not use the example as a universal per-slide rate. A $600 deposit has already been recorded in the fictional project, so the proposed remaining balance is $750, not $1,350.
03 / Offer a decision
A reply the client can act on.
Hi Riley,
I can add the two FAQ slides. Our current scope covers 12 slides, so I’ve set out the addition as change AC-C01.
- Added output: two editable FAQ slides and matching PDF pages, using your approved copy supplied by 27 October. No new research or copywriting.
- Fee: an additional $150 USD before applicable tax. The revised project fee is $1,350, leaving $750 after the $600 deposit, due before final file release.
- Review: one consolidated round on the FAQ slides. The original two-round allowance for slides 1–12 stays as agreed.
- Timing: a combined proof on 29 October, your FAQ feedback by 30 October, and final approval and delivery targeted for 2 November. This replaces the 30 October delivery target for the full deck.
If keeping 30 October is more important, we can retain the original 12-slide scope and discuss the FAQ separately.
Please reply “Approve change AC-C01” if you agree to the added scope, fee, payment arrangement, and revised timeline. I’ll wait for your confirmation before starting the addition.
Thanks,
Morgan
That last alternative gives the client a choice. Only offer an option you can actually deliver. If the workshop cannot move, check whether the new timeline is useful before proposing it.
04 / Close the loop
What happens after the reply?
- They approve: keep the approval beside AC-C01, update the project’s scope and milestones, and confirm the new input deadline.
- They decline: confirm that the original scope and timeline remain in place, if still feasible.
- They request another option: revise the proposal and get agreement on that version. Don’t assume the earlier quote covers it.
- They don’t answer: keep the addition unstarted. Explain any effect of waiting on your available delivery date.
A friendly “sounds good” may leave a date or fee unresolved. Ask one focused follow-up when needed. This workflow supports a clearer conversation; your project agreement governs the actual terms.
Use it on your next request
Write your own change reply.
The free plain-text worksheet includes the decisions to check and a fill-in reply. Replace every bracketed field and check the arithmetic before sending it.
Download free worksheetTXT file · No email or account needed · Use and adapt for your client work.
Practical communication guidance, not a contract or legal advice. No particular approval, payment, or client outcome is guaranteed.