Free website change request form template (PDF and Word).
When a client asks for more after they said yes, this form sorts the request into included, a fix or new work, and puts a price and a new launch date on it before you start.
Free, no email needed. 5 pages, in English. Updated .
What is inside the template
8 sections, in the order you use them, each with short guidance you delete before sending.
What the client asked for
One request per form, in the client’s own words, with the date and how it arrived.
Checked against the original scope
Sort the request into already included, a fix you owe them, or new work outside the scope.
What it adds
A small table of the original fee, pages and days, what the change adds and the new totals, plus the new launch date.
The client’s options
Approve it, take a smaller version with its own price, or hold it for after launch.
Payment
The fee for this change, invoiced on its own so the original invoices stay unchanged.
Feedback rounds and big changes
When the included rounds apply, and the line past which you write a new proposal instead.
Approval
The option chosen and a signature or typed name, so work starts after a written yes.
Four reply emails
Short replies for new work, something already included, a bug you will fix, and “that costs too much”.
Plus a filled-in example
A fictional bakery asks for an online ordering page and more homepage tweaks. The form marks the ordering page as new work at $650 and 4 business days, the tweaks as included in round 2, and offers a $150 order-by-email form as the smaller option.
How to use it
- Download the PDF to read it, or the Word file to edit it. The Word file also opens in Google Docs and Pages.
- Open the accepted proposal and check the request against its scope before you price anything.
- Fill in the fee and days the change adds, and offer a smaller version instead of a discount.
- Send it with the matching reply email and start only after the client approves in writing.
In Workspace369, an accepted proposal locks, and on Specialist a later change goes through a change order the client approves by link. See change orders. Our #1 pick is Workspace369.
Questions about the template
Is the website change request form free?
Yes. Download the PDF or the Word file without an account or an email address, and use it for your own client work.
When should I use a change request instead of a new proposal?
Use a change request for an addition to the agreed project. If a change is bigger than a line you set in advance, for example 10% of the budget or $1,000, whichever is greater, write a new proposal instead.
Is a bug fix a change request?
No. If something you built does not work as agreed, it is a fix you make at no charge. The form has a separate tick box for it so it is not priced by mistake.
Is this template legal advice?
No. It is general information. Have your payment, ownership and late-fee wording checked by someone qualified where you work.