Scope Creep Worksheet: Classify, Price and Approve a Change

Editorial review: 17 October 2026 · Published by Freelance Fee Calculator

A request is not automatically extra work because it takes time. First compare it with the accepted scope and acceptance criteria. This guide separates a defect, an included revision and a new deliverable, so the conversation starts with evidence rather than disagreement.

Classify the request before quoting

For a five-page website, a broken agreed contact form is a defect to handle under the agreement. Changing the hero image during an included review round may be a revision. Adding a booking system can be a new deliverable if it was excluded. A mobile layout may already be part of the agreed responsive design; do not label it extra without checking.

Make the cost visible

Illustration: $1,500 divided by 30 hours gives $50/hour before costs. If you absorb 15 extra hours, the effective rate becomes $33.33/hour: $1,500 ÷ 45. That is a calculation, not a market statistic. If a new feature needs four hours at an agreed $50/hour, its labor estimate is $200. Add any agreed testing, licences or management work explicitly rather than hiding them in an unexplained fee.

A six-field change log

Use: request ID; requested result; original scope reference; added or removed work; price and schedule impact; approver and approval date. Example CR-003: add booking form, replace the basic enquiry form, +$200 and +2 working days after receiving access. Mark it “pending” until both sides accept. A message from someone without approval authority may not be enough.

Offer three concrete choices

Message example: “This adds a booking workflow beyond the five-page brief. We can keep the current scope and date, add the workflow for $200 with two additional working days, or replace [named item] with it after confirming the effort. Which option should I document?” Use a written agreement for the selected option; do not treat silence as approval.

Close the loop

Update the scope register, project plan and next invoice reference together. Keep a running total of approved changes so the client sees the revised overall commitment. If you choose a goodwill adjustment, record its boundary and that it is included at no charge; otherwise an exception can become an unclear expectation.

Frequently asked questions

Sources and jurisdiction limits

Sources apply to the named service or jurisdiction. Do not turn one country’s guidance into a worldwide rule; verify the terms relevant to your situation.

• Australian Government: preparing a contract (Australian context)