Templates

Extra work and scope-change scripts, before it becomes a dispute

Five messages for the moment a job grows past the original quote — flagging extra work on site, a small casual add-on, getting a cost approved before you start it, a client-caused delay, and a re-quote after the spec changes.

Extra work is where a well-quoted job quietly turns into an argument — not because the client is unreasonable, but because the added cost showed up for the first time on the final invoice instead of being agreed to when it happened. The fix is simple, if unglamorous: say something, in writing, before you do the extra work, not after.

These five scripts cover the moments that actually come up — something you find once you’re on site, a small add-on not worth a formal quote, getting sign-off before you proceed, a delay that’s on the client rather than you, and a proper re-quote after the scope genuinely changes. Fill in your details once at the top of this page and every script updates to match.

Scripts

Script 01 · Extra work found on site

Subject: Found something on site — needs a quick decision

Hi [Client name], While working on the job, I came across [describe the issue] that wasn’t part of the original scope. Fixing it properly will add [Amount] to the total. I can go ahead once you give the OK, or hold off if you’d rather handle it separately — just let me know which. [Your name]

Why it works Pausing for a yes before doing the extra work means the client, not you, decides how it gets paid — and there’s no surprise line item later.

Script 02 · One more small thing

Text

Hey [Client name], while I’m here — noticed [small extra thing]. Happy to sort it now for [Amount] if you want, or leave it for another time. Your call.

Why it works A short text for a small ask matches the size of the request — a formal email for a minor add-on feels heavier than the ask itself.

Script 03 · Getting approval before doing it

Subject: Quick approval needed before I go ahead

Hi [Client name], Before I go any further, I want to flag that [the extra work] will add [Amount] to the job — sending this now so there are no surprises on the invoice. Reply to confirm and I’ll get started; happy to answer any questions first. [Your name]

Why it works Asking before starting, in writing, means the added cost is agreed to, not discovered on the final invoice — the difference between a scope change and a dispute.

Script 04 · A delay the client caused

Subject: Following up on the delay before we continue

Hi [Client name], Just flagging that we’re behind schedule waiting on [what’s needed from the client — access, a decision, materials]. I want to keep things moving, so let me know when that’s sorted and I’ll get straight back on it. Depending on how long it runs, this may affect the completion date. [Your name]

Why it works Naming the specific thing you’re waiting on, in writing, puts the delay clearly on the record as the client’s, not yours.

Script 05 · Re-quoting after a spec change

Subject: Updated quote for the revised scope

Hi [Client name], Since the scope changed to [describe the change], here’s an updated quote: [Amount], replacing the original. Everything that hasn’t changed stays the same — this only reflects the new parts. [Your name]

Why it works Framing the new number as covering only what changed, not the whole job again, keeps the update easy to say yes to.

Questions

Do I need written approval before doing extra work?

Yes, whenever you can get it — even a one-line reply counts. It’s the difference between a scope change both sides agreed to and a number that surprises the client on the final invoice.

What if I can’t reach the client and the job is waiting?

Send the ask in writing with a clear deadline for a response, and note that the timeline moves if you don’t hear back. That protects your schedule without stopping the job outright over something small.

Should extra work go on the same invoice or a separate one?

Either works — a line item on the same invoice is simplest for a small addition; a separate invoice makes more sense for a genuinely separate piece of work, especially one with its own deposit or terms.

Want this sent for you, on schedule?

These scripts work by hand — plenty of people run them from a calendar reminder. BizBinder sends the right one automatically: reminders, follow-ups, and price updates go out on schedule without you opening your email to write one.

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