Change order script · Stakeholder change
A new stakeholder reopens approved work
A new VP joined the client team and wants to revisit screens that were approved a month ago. This script welcomes their input while protecting the approval record.
Megan Ruiz10:42 AM
Our new VP of Product, Daniel, has some thoughts on the onboarding flow. Can we set up time for him to give feedback on the approved screens?
Possible scope change, visible to your team only
Cites SOW section 8.2, Approvals. Estimated 30 hours. Change order draft ready for PM review.
The situation
New stakeholders are a normal part of long projects. The challenge is that approved work, already built, is now open again. The SOW defines approval as final for each screen. Daniel's input may be valuable, and reworking built screens costs design and engineering time. The goal is to welcome the new voice, keep the approval history visible, and route changes through a clear process.
Why this script works
The script says yes to the meeting immediately, and positions the approval record as context for Daniel rather than a barrier. It sets expectations that changes after approval are scoped as changes, before the meeting rather than after.
- Scenario
- Stakeholder change
- Clause to cite
- SOW section 8.2, Approvals
- Typical effort
- 30 hours
- Typical change order
- $4,950 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], we'd be glad to meet Daniel, and a fresh perspective on onboarding is welcome. To make the session useful, I'll share the approval history so he can see where each screen landed and why. Quick note on process: onboarding screens were approved on [date] and are already built, so any changes he'd like would go through a small change order (SOW section 8.2). Does [day/time] work for a 45-minute walkthrough?
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 |
|---|---|---|
| “Those screens are already signed off.” | “Here is the approval history so Daniel has full context.” | Context invites understanding. A closed door invites escalation. |
| “We can't change approved work.” | “Changes after approval go through a short change order.” | Everything can change. It just has a cost and a process. |
| “Daniel should have been involved earlier.” | “Welcome to the team for Daniel.” | New stakeholders are allies you need. |
SOW clause to cite
SOW section 8.2, Approvals
Client approval of a deliverable is final. Changes to approved deliverables, including changes requested by new client stakeholders, are handled under the Change Control clause.
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-HFX-APP-07
A new stakeholder reopens approved work
| Line item | Hours | Amount |
|---|---|---|
| Stakeholder walkthrough and feedback captureDesign lead | 2 | $330 |
| Redesign of 3 onboarding screensProduct designer | 10 | $1,650 |
| Rebuild of updated screensEngineer | 14 | $2,310 |
| Regression testing of onboarding flowQA engineer | 4 | $660 |
| Total | 30 | $4,950 |
Priced at a $165 blended hourly rate. Cites SOW section 8.2, Approvals.
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 8.2, Approvals.
- 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 30 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.