Change order script · Extra revision
Client requests a fourth design revision
The SOW includes two revision rounds. The client is asking for round four. This script keeps the relationship warm while making the next round a paid, scoped decision.
Jonas Becker10:42 AM
Thanks for the latest version. Leadership looked at it and wants to try a different direction for the dashboard header. Can you do another pass this week?
Possible scope change, visible to your team only
Cites SOW section 4.2, Revision rounds. Estimated 16.5 hours. Change order draft ready for PM review.
The situation
Revision rounds are usually the clearest boundary in a design SOW, and also the one most often given away. Round three was absorbed quietly to keep momentum. Now round four arrives with a new direction from a leadership group that was not in earlier reviews. Saying yes again without a conversation sets the expectation that rounds are unlimited.
Why this script works
The script acknowledges that new direction is normal, references both the included rounds and the extra round already given, and frames the next round as a scoped mini-engagement with a clear output. It also offers a lighter option to keep cost low.
- Scenario
- Extra revision
- Clause to cite
- SOW section 4.2, Revision rounds
- Typical effort
- 16.5 hours
- Typical change order
- $2,723 at $165/hr
- Reply within
- Same business day
The script
Three versions: the quick reply, the email and the nudge.
Start in the channel where the request arrived, then follow with the email and change order. Copy any version and replace the bracketed placeholders.
Youdraft, reply in thread
Hi [Name], thanks for sharing leadership's feedback. A fresh direction for the header is very doable. Quick heads up on process: our SOW includes two revision rounds per screen (section 4.2), and we were happy to fit a third in last week. For this next pass I'll send a small change order covering one more round with a clear brief, so leadership's input gets the time it deserves. Could you share their notes in one list by [day]?
Replace every [bracketed] placeholder before sending. Your PM approves every message, TWINJAM never contacts clients on its own.
What not to say
Small wording changes decide whether the client hears help or a bill.
| Avoid | Say instead | Why |
|---|---|---|
| “You've already used up your revisions.” | “The SOW includes two rounds, and we were glad to add a third.” | Points to generosity already shown rather than a limit hit. |
| “This is the last change we'll make.” | “Here is how we can make this round focused and worth it.” | Ultimatums damage trust. Structure protects it. |
| “Leadership should have been involved earlier.” | “Could we gather leadership's notes in one list?” | Blame invites defensiveness. Process invites cooperation. |
SOW clause to cite
SOW section 4.2, Revision rounds
Each screen design includes two rounds of consolidated revisions. A round is one written list of changes from the client's named approver, delivered within five business days. Additional rounds are handled under the Change Control clause at the rates in Schedule 1.
No clause like this in your SOW? Use one of the SOW templates for your next engagement, and have your counsel review final contract language.
CO-MVH-PORTAL-07
Client requests a fourth design revision
| Line item | Hours | Amount |
|---|---|---|
| Feedback consolidation call with client leadershipDesign lead | 1.5 | $248 |
| Two header direction optionsProduct designer | 8 | $1,320 |
| Polish round on selected option across breakpointsProduct designer | 5 | $825 |
| Design review and handoff notes updateDesign lead | 2 | $330 |
| Total | 16.5 | $2,723 |
Priced at a $165 blended hourly rate. Cites SOW section 4.2, Revision rounds.
Step by step
From the client’s message to a signed change order.
The script is one step. The process around it is what keeps scope conversations short and friendly.
- 1
Check the request against your signed SOW. For this scenario the clause to cite is usually SOW section 4.2, Revision rounds.
- 2
Reply the same day in the channel where the request arrived, using the Slack version. Agree with the goal before you mention scope.
- 3
Estimate the work as line items with hours. This scenario typically lands around 16.5 hours.
- 4
Send the email version with the change order attached and two or three options, including a lighter or free path where one exists.
- 5
Set a decision date tied to the schedule. If there is no reply in three business days, send the follow-up.
- 6
Record the approval or the decision to defer, so the SOW baseline stays accurate for the next request.
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Agency Change Order Scriptbook
12 polite Slack and email templates to ask for more budget without friction.
The scriptbook collects the twelve conversations agency PMs dread most, from the fourth design round to the after-launch feature, with the SOW clause to cite and a change order form for each.
Spot the request before the work starts.
TWINJAM flags out-of-scope requests in Slack, Teams and Jira, cites the SOW clause and drafts a change order like this one for your PM to approve.