What goes into a change request
A change request form turns “can we just change one thing?” into a written, priced decision: for example, adding a catering page after the site designs were approved in round 2 becomes a new round of 10 hours at $70, which the client accepts or declines before you start.
Each field on the form answers a question your client will ask sooner or later.
- Approved before
- The version and round the client already signed off. Naming it makes clear that the request changes finished work, not work in progress.
- The change
- What should be different, in words the client would use. One request per change keeps decisions simple.
- Reason
- Why the client wants it. It is useful later, when someone asks why the project grew.
- Timeline impact
- How many working days the change adds. Write it even when the fee is small, because a delay is often what clients mind most.
- Fee
- Your estimated hours at your hourly rate. The form works it out for you and shows it on the sheet.
- Client decision
- Two boxes, approve or decline, with a name, signature and date. A declined request is useful too: it records that the approved work stays as it was.
Example change requests
These are made-up examples built from the same logic as the form. The first three match the presets above.
| Example | Changes | Days added | Hours | Rate | Fee |
|---|---|---|---|---|---|
| Example: extra page | Sitemap and page designs, approved in round 2 | 4 | 10 | $70.00/h | $700.00 |
| Example: design change after approval | Colour palette and logo V3, approved in round 3 | 3 | 8 | £85.00/h | £680.00 |
| Example: new feature | Checkout flow V2, approved in round 2 | 6 | 16 | €95.00/h | €1,520.00 |
| Example: copy tweak | About page text, approved in round 1 | 1 | 1.5 | $60.00/h | $90.00 |
| Example: second language | Full site, approved in round 3 | 10 | 30 | ₹1,800.00/h | ₹54,000.00 |
Things to watch with change requests
Send it before you start the work
A change request agreed after the work is done is just an invoice the client did not expect. Wait for the approve box to be ticked, even for small changes.
Keep estimates honest
If you are unsure how long a change will take, give a range in the description and use the higher number for the fee. Raising a price later costs more trust than a careful first estimate.
Your contract decides what counts
Whether a request is a free revision or a paid change depends on what your agreement says. The form works best with a revision clause that defines both.
One change per form
Bundling several changes into one request makes it hard for the client to say yes to some and no to others. Split them up.
This is a template
It is a practical starting point, not a legal document. Check it with a lawyer where you work before you rely on it in a dispute.
Questions about change request forms
Does this tool upload or store what I type?
No. The form is built in your browser and nothing is sent to a server. Copy the text or print the sheet to keep it.
When should I use a change request instead of a revision round?
Use a change request when the client asks for something new, or wants to change work they already approved. Revisions are for adjusting the work you agreed to make, within the rounds you included.
Can I send the form as a PDF?
Yes. Use “Print or save as PDF” and choose “Save as PDF” in your browser’s print window. Only the sheet is printed, not the controls.
What if the client declines the change?
Then the approved work stays as it is and the project continues on its original plan. Keep the declined form: it shows the request was made and answered.
Should small changes get a change request too?
If they change approved work, yes, even with a fee of zero. The habit matters more than the amount, and it stops many small requests from adding up unnoticed.
Why does the form say the change becomes a new round?
Because it is new work on top of an approved version. Calling it a new, priced round makes the link to your revision policy clear and keeps the round count honest.
Who should fill in the form, me or the client?
You should. The client asks for the change in their own words; you turn it into the form with hours, fee and timeline, then send it back for a yes or no. That way the estimate comes from the person doing the work.