Scope of work (SOW)

What is a scope of work?

A scope of work (SOW) is a detailed document that defines exactly what a project includes from features and deliverables to responsibilities, timelines, and milestones. It serves as the foundation for project execution and ensures that everyone involved understands what is (and isn’t) part of the work.

Why a scope of work matters?

• prevents misunderstandings - both sides know what’s included
• sets expectations - defines deliverables and deadlines
• protects against scope creep - changes require formal approval
• supports payments - ties billing to milestones
• adds legal clarity - often part of the contract

What to include in a scope of work

1. Project overview

Brief summary of the project purpose, goals, and key outcomes.

2. Deliverables

List of what will be created, such as:

• core features and functionality
• technical specifications
• design deliverables (mockups, prototypes)
• documentation and testing output

3. Timeline and milestones

• start and end dates
• milestone delivery schedule
• review and feedback periods

4. Acceptance criteria

Clear, testable conditions that define when each deliverable is considered complete.

5. Roles and responsibilities

• what the development team is responsible for
• what the client must provide (content, access, feedback)

6. Out of scope

Explicitly define what’s not included this prevents misaligned assumptions later.

7. Change management

Describe how new requests or changes will be handled, including review and approval steps.

8. Payment terms

Tie payments to milestones or completed deliverables for transparency and control.

Example scope of work outline

PROJECT: E-commerce Mobile App

DELIVERABLES:
✓ User authentication (email/social login)
✓ Product catalog with search and filters
✓ Shopping cart and checkout
✓ Payment integration (Stripe)
✓ Order history
✓ Push notifications
✓ Admin panel for product management

OUT OF SCOPE:
✗ Inventory management system
✗ Multi-vendor marketplace
✗ Advanced analytics dashboard

TIMELINE:
Phase 1 (Weeks 1-4): Authentication & product catalog
Phase 2 (Weeks 5-8): Cart & payment integration
Phase 3 (Weeks 9-12): Admin panel & testing

Common scope of work mistakes

1. Too vague - “Build a nice website” isn’t a real scope
2. Missing out-of-scope section - leads to extra work disputes
3. No acceptance criteria - unclear when work is “done”
4. Unrealistic timelines - set expectations carefully
5. No change process - every small request turns into conflict

Scope of work vs. related documents

Comparison	Description
SOW vs. proposal	Proposal sells the idea; SOW defines the actual work.
SOW vs. contract	SOW is usually an appendix to the contract; it’s more detailed and technical.
SOW vs. RFP	RFP comes from the client; SOW is prepared by the vendor in response.

When to create a scope of work

• after the discovery phase
• before signing the final contract
• after the ballpark estimate is accepted
• when requirements are well defined

Updating the scope of work

A scope of work can evolve but updates must be managed properly:

• submit a change request for new items
• confirm client approval before starting work
• update timeline and budget
• use version control (e.g., SOW v1.1, v1.2)

FAQ

What is a scope of work in software projects?
It’s a detailed document that defines deliverables, timelines, and responsibilities for both the client and vendor.

Why is a scope of work important?
Because it prevents misunderstandings, defines expectations, and protects both sides from uncontrolled changes.

What should a scope of work include?
Deliverables, timelines, acceptance criteria, out-of-scope items, responsibilities, and payment terms.

When should the scope of work be created?
After the discovery phase and before signing the final contract.

How often should a scope of work be updated?
Whenever new features or changes are approved through a change request.