What a change request should include
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.
A good change request answers five questions: what changes, why, what it costs, how long it adds and who said yes. Each field on the form covers one of them.
- 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.
- A cheaper option (optional)
- If the change is large, add a smaller version to the description, or offer to swap it for something still unbuilt. A choice of two is easier to say yes to than one big number.
- Request number
- Number each request per project (CR-1, CR-2). When the client later asks why the bill grew, you can point to the list instead of searching old emails.
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.
The steps, start to finish
The client asks in their own words. You check it against what was approved, estimate hours and days, and send the form. The client approves or declines in writing. Only then do you do the work, and the change shows up as its own round in the project history.
Get the yes from the person who approves rounds
A request from a team member is not an approval. Send the form to the person who signed off the earlier rounds, or who controls the budget, so nobody can say later that the change was never agreed.
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. Example: moving a button on a page still in round 1 is a revision; adding a booking page after round 2 was approved is a change request.
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. Some freelancers agree a small threshold up front, such as changes under half an hour, and log those without a fee; if you do, write the threshold into your contract.
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 fills in a change request, and who approves it?
You fill it in. The client asks for the change in their own words; you turn it into the form with hours, fee and timeline, so the estimate comes from the person doing the work. The approval should come from the client contact who approves your rounds or holds the budget, not from whoever asked first.
What is the difference between a change request and a change order?
People use the words loosely, but a change request is usually the ask: what the client wants changed, with your estimate. A change order is the signed agreement to go ahead, which updates the price and timeline in the contract. On small projects, one form with an approve box can do both jobs, which is how this one works.