A fixed delivery date is approaching and the team cannot complete the full scope with the required checks.
The useful bits
- Work remaining and estimate
- Checks that must remain
- The decision should specify what will be delivered, what is deferred and which checks remain required.
Before you write
Use this example when a fixed delivery date is approaching and the team cannot complete the full scope with the required checks. Gather the details below so the recipient can act without asking you to reconstruct the situation.
- Work remaining and estimate
- Checks that must remain
- Scope options and decision owner
An email you can adapt
The subject “Scope decision for [project] delivery” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.
Subject: Scope decision for [project] delivery Hi [name], Based on the work remaining, we cannot deliver the full [scope] by [date] while completing [required checks]. We can propose [smaller option] for that date or retain the full scope with a revised timeline. Please choose a direction or request another option by [decision date]. We have not removed the required checks. [Owner] can explain the dependencies and consequences of each proposal. Best, [sender]
Check the boundary
Present realistic options without promising that a reduced scope eliminates every remaining risk.
What a useful reply should settle
The decision should specify what will be delivered, what is deferred and which checks remain required.
Publish the approved scope boundary and update anyone who was planning around the larger deliverable.
About this guide
Prepared with AI assistance for the BITTU Mail editorial library. Check important details against your original messages and current account settings. Product access depends on your role, plan and provisioning state. Provider interfaces and requirements can change.
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