You are deep into a project, making good progress, when the client sends an email: "We also need you to handle X," or "Could you just add this one more feature?" The request is reasonable, but it was never part of the original agreement. You know it will require extra time, effort, and possibly additional resources. Now you face an awkward situation: how do you charge for this out-of-scope work without damaging the client relationship?
Many professionals dread this conversation. They worry that the client will be upset, that they will seem nickel-and-diming, or that it will harm the relationship. However, charging for out-of-scope work is not only fair—it is essential for protecting your business and maintaining professional boundaries. A well-crafted email can turn a potentially awkward conversation into a professional, transparent discussion that actually strengthens the client's trust.
This guide provides a step-by-step process for charging for out-of-scope work, covering how to frame the request, what to include, what to avoid, and providing three ready-to-copy templates for different scenarios.
Step-by-Step Guide to Charging for Out-of-Scope Work
Before you send the email, take a moment to work through these steps. A structured approach ensures that your message is clear, professional, and fair.
Step 1: Review the original scope. Go back to your contract or proposal and confirm that the new request is genuinely out of scope. If it is, you have a legitimate basis for charging extra.
Step 2: Estimate the additional work. Calculate the time, resources, and any additional costs required to complete the new task. Be as accurate as possible to avoid under- or overcharging.
Step 3: Prepare a brief explanation. Draft a short, factual explanation of why the work is out of scope and what it will involve. Avoid defensive language.
Step 4: Determine the cost. Decide how you will charge: a flat fee, an hourly rate, or a retainer adjustment. Be prepared to justify your pricing.
Step 5: Choose your tone. Assess your relationship with the client and the sensitivity of the request. If the relationship is close and the request is small, a softer tone may be appropriate. For larger requests or formal relationships, a more direct tone is better.
Step 6: Send the email. Use one of the templates below, customise it for your situation, and send it at a reasonable time (not late on a Friday afternoon).
Common Mistakes to Avoid When Charging for Out-of-Scope Work
Even with good intentions, certain wording choices can turn a fair request into a source of friction. Here are the most common mistakes to avoid when charging for extra work.
- Springing the charge at the last minute. If you know that the work is out of scope, raise it as soon as possible. Waiting until the project is nearly complete to mention additional charges can feel like a trap to the client.
- Being vague about what is out of scope. Saying "This is extra" without explaining why can leave the client confused. Be specific about what was originally agreed and what the new request entails.
- Not providing a clear cost estimate. A vague statement like "We'll need to charge for this" without a figure leaves the client uncertain and can damage trust. Always provide a clear cost.
- Making it personal. Avoid saying "I can't do this for free" or "We need the money." Frame it as a business policy: "Our agreement covers X, and this request falls outside that scope."
- Apologising excessively. A brief apology for the inconvenience is professional, but over-apologising can undermine your authority and make the request seem unfair.
- Failing to offer a solution. A good email does not just announce the charge—it offers a path forward. Include what the new work will involve and how it will benefit the project.
Pro Tip: Always Get Written Approval Before Starting
Never start work on out-of-scope tasks until you have written approval from the client. This protects you from disputes and ensures you are paid for the work. If the client is in a rush, ask them to reply to your email with a brief confirmation.
Three Templates for Different Scenarios
Below are three distinct templates for charging for out-of-scope work. Choose the one that best fits your relationship with the client and the size of the request.
Template A: Soft & Collaborative (Best for Small Requests or Close Relationships)
Subject Line Options: "Regarding Your Additional Request for [Project]" / "Scope Adjustment for [Project Name]" / "A Quick Note on Our Agreement"
Subject: Regarding Your Additional Request for [Project]
Dear [Client's Name],
I hope you are having a good week. I am writing in response to your recent request regarding [briefly describe the out-of-scope work].
While I am happy to assist with this, it falls outside the scope of our original agreement. The original scope covers [briefly describe what was agreed], and this new request will require additional time and resources.
To proceed, I would need to charge an additional fee of [Amount] (or [Hourly Rate] per hour). This would cover [briefly explain what the fee covers, e.g., "the additional research, design time, and project management required"].
If you are happy to proceed, please let me know by [Date], and I will get started. If you would prefer to discuss this further, I am happy to hop on a call.
Thank you for your understanding—I appreciate your trust in our work.
Best regards,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Phone Number]
Template B: Direct & Professional (Best for Larger Requests or Formal Relationships)
Subject Line Options: "Scope Change Request – [Project Name]" / "Additional Work Proposal for [Project]" / "Out-of-Scope Work – Cost Estimate"
Subject: Scope Change Request – [Project Name]
Dear [Client's Name],
I am writing to address your recent request regarding [describe the out-of-scope work]. To ensure we maintain full transparency, I would like to clarify that this request falls outside the scope of our current agreement, which was originally defined as [briefly describe the original scope].
To complete this additional work, I propose the following:
- Scope addition: [briefly describe the work]
- Estimated time: [X] hours/days
- Additional cost: [Amount]
- Timeline: [Proposed start and completion date]
If you approve this scope change, please reply to this email with your confirmation. Once I receive your approval, I will proceed with the work and adjust the project timeline accordingly.
If you have any questions or would like to discuss this further, please do not hesitate to contact me.
Yours sincerely,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Phone Number]
Template C: Quick & Minimal (Best for Very Small Requests or Busy Clients)
Subject Line Options: "Scope Update – [Project Name]" / "Quick Note on Additional Work" / "Cost for Extra Request"
Subject: Scope Update – [Project Name]
Dear [Client's Name],
I just wanted to let you know that your request regarding [briefly describe the work] is not covered by our original scope. To complete it, I would need to charge an additional [Amount].
Please let me know if you would like to proceed, and I will get started. If you have any questions, just let me know.
Thanks,
[Your Full Name]
[Your Job Title]
[Your Company Name]
[Your Phone Number]
Warning: Never Start Work Without Written Approval
If a client asks for out-of-scope work but does not respond to your email, do not start the work. Without written approval, you may not be able to enforce payment. If the client is urgent, send a brief follow-up: "Just checking in to confirm if you would like to proceed with the additional work."
What If the Client Disputes It?
Sometimes, a client may push back or dispute the charge. They may say, "But I thought this was included," or "This is just a small change." How you respond is critical. Here are some common scenarios and how to handle them.
If the client says "I thought this was included": Gently clarify the original scope. You can say: "I can understand why that might be confusing. The original proposal covered [specific items], and this request is different because [explain the difference]. I am happy to discuss this further if needed."
If the client says "It's only a small change": Acknowledge that it may seem small, but explain why it requires additional time or resources. For example: "I understand this may seem like a small request, but because it requires [specific work], it will take an additional [X] hours to complete correctly."
If the client refuses to pay: Consider whether the relationship is worth preserving. If the client is valuable and the request is very small, you might choose to absorb the cost as a goodwill gesture. However, if the request is significant or if this is a recurring pattern, it is important to hold your ground. You might say: "I would like to be fair to both of us. The original agreement was for [X], and this request is outside that scope. I would be happy to discuss a compromise if needed."
Checklist: Before You Send an Out-of-Scope Charge Email
Before you hit send on any out-of-scope charge email, review it against this checklist. These small checks can make a big difference in how your request is received and how the client responds.
- Clear subject line: Does it mention "scope," "additional work," or "cost"?
- Personalised greeting: Have you addressed the client by name?
- Clear explanation: Have you explained why the work is out of scope?
- Specific cost: Have you provided a clear cost or estimate?
- Call to action: Have you stated what you need the client to do (approve, respond, etc.)?
- Professional closing: Have you included your full name, title, and contact details?
- Proofread: Check for typos, incorrect amounts, or confusing language.
Frequently Asked Questions
Q. How do I define out-of-scope work?
A. Out-of-scope work is any task that was not explicitly included in the original contract, proposal, or scope of work. It may include additional features, changes in specifications, extra meetings, or work that goes beyond the agreed deliverables.
Q. Should I charge a flat fee or an hourly rate?
A. A flat fee is simpler and more predictable for the client. An hourly rate is better for work that is difficult to estimate. Choose the approach that best fits the situation and your usual billing practices.
Q. How do I avoid scope creep in the future?
A. Be clear about what is included in your scope from the start. Include a detailed scope in your proposal or contract. When a client requests additional work, respond with a scope change request as soon as possible. Regular check-ins can also help you identify scope creep early.
Q. What if the client is a long-standing, valuable relationship?
A. For a valuable client, you may choose to absorb small out-of-scope requests as goodwill. For larger requests, you can offer a discount or propose a phased approach. However, even with a discount, it is important to communicate that the work is out of scope and that you are making an exception.
Q. Should I include out-of-scope charges in the original contract?
A. Yes, it is best practice to include a clause that addresses out-of-scope work. For example: "Any additional work requested by the client that falls outside the defined scope will be subject to an additional fee, at [hourly rate / flat fee], with prior written approval." This sets expectations upfront.
Q. What if the client asks for out-of-scope work but says it's urgent?
A. If the client says it's urgent, you still need to get written approval before starting. A quick email exchange can confirm the charge and authorise the work. For example: "I can start on this immediately if you confirm the additional cost of [Amount]. Please reply to this email to confirm."