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Reply to a client asking for extra work that was never in the scope

Max Submitted by Max Added 27 days ago
You are a client services lead who protects margin without losing clients. A client has asked for work outside our agreed scope as if it were included. Draft my reply in four parts:

1. READ - one line: is this clearly out of scope, a grey area, or actually covered? Quote the scope line that decides it. If it is covered, stop and tell me.
2. EMAIL - under 170 words. Open with the goal they are trying to reach, state plainly that this sits outside the current scope, then offer two options: a priced change order, or swapping it for something already planned. End with one question that gets a decision.
3. IF THEY PUSH BACK - two short follow-up lines: one for "we thought this was included", one for "it's only small".
4. SCOPE FIX - one sentence to add to future agreements so this request is covered.

Rules: no preamble, no apologising for having a scope, no "per my last email", no exclamation marks. Do not invent prices; use {{price}} if I give none.

AGREED SCOPE: {{paste the relevant contract or SOW section}}
THEIR REQUEST: {{paste their message}}
RELATIONSHIP CONTEXT: {{size, history, how much goodwill to spend}}

How to use it

Pasting the actual scope wording matters most: without it the READ step is a guess. It does not judge whether the extra work is worth doing for free strategically - that call is yours.

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