A customer or stakeholder has requested extra work that is outside the currently agreed project scope.
The useful bits
- Original scope reference
- Proposed change and impact
- The reply should state the decision, decision-maker and any conditions attached to an approved change.
Before you write
Use this example when a customer or stakeholder has requested extra work that is outside the currently agreed project scope. Gather the details below so the recipient can act without asking you to reconstruct the situation.
- Original scope reference
- Proposed change and impact
- Person authorized to approve
An email you can adapt
The subject “Decision needed: [project] scope change” identifies the request. Replace each bracketed field with a checked detail and remove any sentence that does not describe your situation.
Subject: Decision needed: [project] scope change Hi [name], The request for [change] falls outside the current scope in [reference]. We estimate it would affect [time, resources or dependency], subject to review. Could you approve the change, decline it, or ask us to prepare a revised proposal? Until the authorized decision is recorded, we will continue with the existing agreed work. Please reply by [date] if possible so we can plan the next stage. Best, [sender]
Check the boundary
Do not treat a customer’s suggestion or a copied manager’s silence as approval to expand the work.
What a useful reply should settle
The reply should state the decision, decision-maker and any conditions attached to an approved change.
Update the shared scope record after approval and notify people whose work is affected.
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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