Form templates / Professional Services
Scope Change Request Form
A scope change request form is the difference between a variation and a dispute. What's changing, who asked, what it costs, what it does to the date - agreed in writing before the work happens.
For consultancies, advisers and professional firms.
The change that isn't written down is the change you did for free
Professional services projects overrun through accumulation: a dozen small additions, each too minor to raise, none of them recorded. At the end the client sees the original scope and the firm sees three extra weeks.
So this template makes recording a change a two-minute job, and requires an explicit approval of both cost and timeline impact. Raising it each time feels awkward once and saves the relationship - because the alternative conversation happens at invoice stage, which is much worse.
The same facts, every time
When each report is written differently, patterns are invisible. Consistent fields mean you can look across a month and see the thing that keeps happening, rather than a folder of prose.
A first impression that reads as organised
In professional services the enquiry process *is* a sample of your work. A form that asks precise questions and loads instantly says something that a generic "contact us" box cannot.
It also protects your time: the questions that qualify a piece of work - scope, timing, who decides - are far easier to ask in writing than in a first call.
Easy enough to actually be used
A reporting process nobody follows produces no data. This one is a link that opens instantly on a phone and takes a couple of minutes, which is the only version that gets used on a busy day.
One minute to make it your own
Every label, option and placeholder on this template is editable, and you can add whatever this template doesn't ask. Save to publish, share the link, and export the responses whenever you need them in a spreadsheet.
What this template asks
- Project or engagement name
- Submitted by
- Email address
- Date raised
- Change reference
- Who requested this change?
- What was originally agreed?
- What's being asked for instead?
- Why has it changed?
- What kind of change?
- Cost impact
- Amount
- Additional effort in days
- Does it affect the delivery date?
- Any knock-on effects?
- Does it introduce new risk?
- What risk?
- Approved by - name and role
- I approve this change, including the cost and timeline impact stated above
- Notes
More Professional Services forms
Questions
Should the client submit this or should we?
Either, but a client-submitted change request is a much stronger record. Many firms send the link and ask the client to confirm what they've asked for.
What if the change is genuinely small?
Record it anyway with a zero cost impact. The value is the log - twelve zero-cost changes tell you something important about how the project is going.
Can reports be submitted anonymously?
Yes, if you make the name optional. Nothing about the submitter is recorded otherwise - no IP address, no account, no tracking.
Can this go to more than one person?
Yes. Notification recipients are a list, so a report can reach a manager and a safety lead at the same time.
Can I export everything for an audit?
Yes - one click gives you a CSV of every response with its timestamp, which is usually exactly what an auditor or insurer asks for.
Can I route enquiries to the right team?
Ask what the enquiry is about in a dropdown and notify a shared inbox; the answer is in the email, so whoever triages can forward it once, correctly.
Publish your scope change request form today
Start from this template and change anything you like. Free to begin.