What is a change request?

A change request (CR) is a formal, written proposal to modify any aspect of a project that was defined in the original scope of work (SOW). It can involve adding features, adjusting functionality, changing deadlines, or modifying deliverables. The goal of a CR is to document and agree on all requested changes before they impact cost, schedule, or scope.

Why change requests matter?

Without a structured change request process:

scope creep becomes uncontrollable
profit margins shrink as unpaid work adds up
timelines slip without accountability
client relationships suffer from unclear expectations

When to use a change request?

A CR should be created when the client asks for:

new features not included in the original scope
modifications that extend beyond agreed requirements
additional integrations or systems not originally planned
extra design rounds beyond those approved
extended maintenance or support after delivery

Change request process

1. Document the request

What exactly is being requested?
Why does the client want this change?
How does it differ from the original scope?

2. Assess impact

Time: How many additional hours are required?
Cost: What’s the additional budget?
Timeline: Will this delay delivery?
Dependencies: What else is affected?

3. Provide estimate

Send the client a clear summary including:

change description
additional cost
timeline impact
updated milestones

4. Get approval

client reviews and approves or rejects
document the decision
update contracts if approved

5. Update documentation

revised scope of work
updated delivery schedule
modified payment terms
new or updated acceptance criteria

Change request template

CHANGE REQUEST #001
Date: [Date]
Project: [Project Name]

REQUESTED CHANGE:
[Detailed description of what is being changed]

REASON:
[Why this change is requested]

IMPACT ANALYSIS:
• Additional Development Time: [X hours]
• Additional Cost: $[Amount]
• Timeline Impact: [X days]
• Delivery Date Change: [New date]

RECOMMENDATION:
[Approve / Reject / Suggest alternative]

CLIENT APPROVAL:
[ ] Approved   [ ] Rejected   [ ] Needs discussion

Signature: ______________________   Date: __________

Handling change requests professionally

✅ Do:

acknowledge quickly - thank the client and confirm you’ll review it
provide estimates - be transparent about cost and time
offer alternatives - if the change is large, propose options
document everything - keep all approvals in writing
stay solution-oriented - avoid emotional discussions

❌ Don’t:

say yes immediately - always assess first
do “small favors” - small untracked changes accumulate
start work before approval - get written confirmation
make it confrontational - stay professional and factual

Common scenarios

Scenario 1: “Can we just add…?”

Client: “Can we just add a quick email notification feature?”
Response: “Sure, I’ll prepare a short change request outlining the cost and time impact so you can decide.”

Scenario 2: Feature creep

Client: “Actually, the profile should show purchase history, wish list, and recommendations.”
Response: “Those are good additions. Let me break down the cost and timeline for each so you can prioritize.”

Scenario 3: Minor tweaks

Client: “Can you change the button color from blue to green?”
Note: Small cosmetic tweaks within the agreed design scope usually don’t need a formal CR. Use judgment.

Preventing excessive change requests

Thorough discovery - gather detailed requirements upfront
Clear SOW - define exactly what’s included
Design mockups - align visuals before development
Regular check-ins - catch misalignments early
Contract clause - define how change requests will be handled

Pricing change requests

Common pricing approaches:

time and materials - hourly rate × estimated hours
fixed price add-on - flat fee for the change
change request budget - pre-agreed buffer for out-of-scope items
percentage markup - higher rate for unplanned work

FAQ

What is a change request in software projects?
It’s a formal proposal to modify project scope, budget, or timeline after the initial agreement.

When should a change request be used?
Whenever a client asks for new functionality, changes beyond the SOW, or additional work not covered by the contract.

How do you handle change requests professionally?
Acknowledge the request, analyze its impact, send a written estimate, and start only after written approval.

Do all requests need a CR?
No. Small design or content tweaks within scope can be handled informally, but anything that adds cost or time should go through a CR.

How to price a change request?
Use hourly rates or fixed add-ons, and always document assumptions clearly.

Change request (CR)