| name | project-scope-change |
| description | Writes scope change request documents with impact assessment, revised timeline, and cost adjustments for client projects. |
| allowed-tools | Read Write Glob |
| metadata | {"author":"matthewhitcham","version":"1.0"} |
Project Scope Change
When to Use This Skill
Use this skill when you need to:
- Document a scope change request during an active client project
- Assess the timeline and cost impact of requested changes
- Present change options to the client in a professional format
- Protect your project boundaries while accommodating client needs
DO NOT use this skill for initial scope of work creation, contract amendments, or post-project change orders. This is for mid-project scope change management.
Core Principle
EVERY SCOPE CHANGE HAS A COST — TIME, MONEY, OR BOTH. YOUR JOB IS TO MAKE THAT TRADE-OFF VISIBLE TO THE CLIENT SO THEY CAN MAKE AN INFORMED DECISION.
Phase 1: Change Assessment
Required Inputs
| Input | What to Ask | Default |
|---|
| Original scope reference | "What was the agreed scope? Share the SOW or project brief." | No default — must be provided |
| Requested change | "What is the client asking to add, remove, or modify?" | No default — must be provided |
| Who requested it | "Did the client request this, or did the need arise during work?" | Client requested |
| Current project status | "Where are you in the project timeline?" | Mid-project |
| Urgency | "Does this change need a decision immediately, or can it wait?" | Non-urgent — decision within 5 business days |
GATE: Confirm the original scope and the requested change before drafting the impact assessment.
Phase 2: Impact Analysis
Change Impact Template
## Scope Change Request — [Project Name]
**Date:** [Date]
**SCR #:** [Sequential number]
**Requested by:** [Client name]
**Assessed by:** [Your name]
---
### Change Description
[Clear, specific description of what the client wants to add, modify, or remove.
Use their words where possible, then clarify with specifics.]
### Impact Assessment
| Factor | Original Scope | With Change | Difference |
|--------|---------------|-------------|------------|
| Timeline | [X] weeks | [Y] weeks | +[Z] weeks |
| Budget | $[amount] | $[amount] | +$[amount] |
| Deliverables | [count/list] | [count/list] | +[count] |
| Resources | [who] | [who + additional] | [additional needs] |
### Risk Assessment
- **Timeline risk:** [Does this push the deadline? Conflict with other milestones?]
- **Quality risk:** [Does rushing this change compromise other deliverables?]
- **Dependency risk:** [Does this change affect other parts of the project?]
- **Budget risk:** [Does this approach the client's budget ceiling?]
Phase 3: Options Presentation
Present Three Options
Always give the client choices, not ultimatums:
### Option A: Approve Change (Full Scope)
Add the requested change with full impact:
- Additional cost: $[amount]
- Extended timeline: +[X] days/weeks
- New completion date: [date]
### Option B: Approve Change with Trade-off
Add the requested change but remove or defer something else:
- Swap [new item] for [existing deliverable to defer]
- No additional cost
- Timeline impact: [minimal / none / +X days]
### Option C: Defer Change
Complete the original scope as planned and address this change in a follow-up phase:
- No impact on current timeline or budget
- Change quoted separately for Phase 2 at $[amount]
- Can begin immediately after current project delivery
### Recommended Option: [A/B/C]
[1-2 sentences explaining why you recommend this option based on the client's goals.]
Phase 4: Documentation & Approval
Change Order Form
## CHANGE ORDER
**Project:** [Name]
**SCR #:** [Number]
**Date:** [Date]
**Description of change:**
[Specific change description]
**Selected option:** [A / B / C]
**Revised timeline:** [New completion date]
**Additional cost:** $[amount]
**Revised total project fee:** $[amount]
**Payment for change:** [Due upon approval / Added to next milestone / Billed separately]
---
**Client approval:**
Signature: _______________
Name: _______________
Date: _______________
**Provider acknowledgment:**
Signature: _______________
Name: _______________
Date: _______________
Communication Template
Subject: Scope Change Request — [Project Name] — SCR #[X]
Hi [Client Name],
Following our discussion about [brief description of change], I've assessed
the impact on our project timeline and budget.
I've attached a formal Scope Change Request with three options for how we
can handle this. Here's a quick summary:
- **Option A:** Full change — adds $[X] and [X] days
- **Option B:** Change with trade-off — no additional cost, swap [X] for [Y]
- **Option C:** Defer to Phase 2 — no impact on current project
I recommend Option [X] because [brief reason].
Please review and let me know which option you'd like to go with.
I'll hold the current project timeline until I hear from you.
[Your name]
Process Checklist
Anti-Patterns
- Absorbing changes silently — doing extra work without documenting it trains clients to expect free scope expansion.
- Presenting changes as problems — frame changes as options, not obstacles. The client should feel in control.
- Only offering "yes at extra cost" — always include a trade-off or deferral option. Flexibility builds trust.
- Verbal agreements — "Sure, I'll add that" without a written change order leads to disputes about what was agreed.
- Delaying the conversation — address scope changes immediately. The longer you wait, the more complicated the project becomes.
Recovery
- Client pushes back on additional cost: Show the impact math transparently. If they cannot afford it, recommend Option B (trade-off) or C (deferral).
- Multiple changes accumulating: Batch small changes into a single change order. If changes are constant, pause and re-scope the entire project.
- Client says "this should have been in the original scope": Reference the SOW and exclusions list. If the original scope was genuinely ambiguous, negotiate a fair split.
- Change is urgent and cannot wait for formal approval: Get verbal approval, start work, and send the written change order immediately for retroactive sign-off.
- You caused the scope change: Own it. If your work uncovered a need that was not in the original scope, present options without charging for your oversight.
