Extra work and scope-change scripts, before it becomes a dispute
Five messages for a job that grows past the original quote. Flag extra work on site, mention a small add-on, and get a cost approved before you start. Handle a client-caused delay, and re-quote after the spec changes. Fill in your details once at the top of this page, and every script below updates.
Extra work is where a well-quoted job turns into an argument. The client is usually reasonable. The problem is the added cost. It showed up for the first time on the final invoice. It should have been agreed when it happened. The fix is simple but unglamorous: say so in writing before you do the extra work.
These five scripts cover the moments that come up. You find something once you are on site. A small add-on is not worth a formal quote. You need sign-off before you go ahead. A delay is on the client, not on you. The scope changes and you need a proper re-quote. Fill in your details once at the top of this page and every script updates to match.
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Scripts
Script 01 · Extra work found on site
Email
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 Pause for a yes before you do the extra work. Then the client decides how it gets paid, and there is 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 matches the size of a small ask. A formal email for a minor add-on feels heavier than the ask itself.
Script 03 · Getting approval before doing it
Email
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 in writing before you start means the client agrees to the added cost. It does not surprise them on the final invoice. That is the difference between a scope change and a dispute.
Script 04 · A delay the client caused
Email
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 are waiting on, in writing, puts the delay on the record as the client’s.
Script 05 · Re-quoting after a spec change
Email
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 The new number covers only what changed, not the whole job again. That 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. With it, both sides agree to the scope change. Without it, the number 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 reply. Say that the timeline moves if you do not hear back. That protects your schedule without stopping the job 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 suits a separate piece of work, especially one with its own deposit or terms.
You write and send these yourself. BizBinder does not send quotes, collect approvals or work out a margin for you. It does let a job keep its time and material lines and dated notes. Add a note with the date when a client agrees to extra work. When the work is done, “Create invoice” turns the lines into a draft.
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