Change order script · Extra revision
Retainer deliverable cap is exceeded
The retainer includes 24 ad variants a month. It is the 20th and the client wants 15 more for a flash sale. This script offers a trade or an add-on without friction.
Chloe Martin10:42 AM
Flash sale this weekend! Can we get 15 new ad variants by Friday? Sorry for the short notice!
Possible scope change, visible to your team only
Cites SOW Schedule A, Monthly deliverables. Estimated 15 hours. Change order draft ready for PM review.
The situation
Retainer caps exist so the agency can staff accurately. The client has used 21 of 24 variants this month. A flash sale is a real business opportunity, and the agency wants to help. The question is how: trade planned work, buy an add-on, or pull from next month. Each option is fair. The account manager just needs to offer them quickly.
Why this script works
The script is enthusiastic and fast, and it gives three concrete options with a decision deadline that fits the Friday request. It treats the cap as a planning tool, not a wall.
- Scenario
- Extra revision
- Clause to cite
- SOW Schedule A, Monthly deliverables
- Typical effort
- 15 hours
- Typical change order
- $2,475 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], flash sales are fun, let's make it great! Quick note: we've delivered 21 of the 24 variants included this month (Schedule A). For 15 new ones by Friday we can: 1) trade, pausing [planned work] until next month, 2) add 12 extra variants as a one-off at $[amount], or 3) mix both. If you can pick by [time] today, we'll have drafts to you by Thursday.
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 hit your cap.” | “We've delivered 21 of 24, here are options for 15 more.” | Shows progress, not a limit. |
| “We'll make it happen.” | “Pick an option by [time] and we'll have drafts Thursday.” | Silent overages make the cap meaningless. |
| “Short notice costs extra.” | “Here are three ways to get there.” | Rush fees feel punitive. Options feel helpful. |
SOW clause to cite
SOW Schedule A, Monthly deliverables
The retainer includes up to 24 new ad creative variants per month. Requests above the cap are offered as a trade against planned work in the same month or as an add-on at the Schedule 1 rate.
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-SMA-PAID-07
Retainer deliverable cap is exceeded
| Line item | Hours | Amount |
|---|---|---|
| 12 additional flash sale ad variantsDesigner | 9 | $1,485 |
| Copy variations and offer messagingCopywriter | 3 | $495 |
| Campaign setup and traffickingPaid media specialist | 3 | $495 |
| Total | 15 | $2,475 |
Priced at a $165 blended hourly rate. Cites SOW Schedule A, Monthly deliverables.
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 Schedule A, Monthly deliverables.
- 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 15 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.