Project Change Request template
This project change request form creates a record of a proposed change to an agreed brief. It asks what would be added, removed or replaced, why it is needed and who must assess the effect on delivery. If no impact estimate exists yet, the form skips the estimate details instead of requiring invented numbers.
12 questions · Free plan: 500 responses/month · fully customizable
- Editable cover artwork
- 1 built-in logic rule
What’s inside
The questions this template ships with — rename, reorder, or delete any of them in the builder.
When to use this template
- Adding a deliverable during an active agency project
- Replacing an agreed feature after new business requirements emerge
- Documenting a schedule or scope trade-off before committing the team
Tips to get more from it
- Link the current approved scope, not the earliest proposal in the thread.
- Allow Needs investigation where the requester cannot know the implementation impact.
- Record cost and time assumptions separately from the person authorized to decide.
Decide whether this is a correction or a scope change
Compare the request with the agreed outcome. Correcting a misspelled heading in an approved page is usually a revision discussion. Adding a second language version, an extra checkout flow or a new audience may change the deliverables and review effort. The agreement and project context determine the boundary; the form does not decide it automatically.
Ask what would happen if the change were deferred. This helps distinguish a launch dependency from a useful later improvement. Identify affected work that has already been approved, because revisiting it can add review time beyond the new production work.
Separate the request, assessment and decision
The requester describes the need first. The delivery owner then assesses impact and records assumptions, options and unknowns in the project record. A date supplied by the requester is a desired decision date, not a promise that the changed work will be finished then.
Once a decision is made, update the agreed scope and schedule through your normal process and link the outcome to this request. Declined or deferred requests should also receive a clear outcome. The supplied form captures the request; it does not provide a signed change order, approval routing or an automatic price calculation.
Example response and next steps
Illustrative example, not a real customer submission.
A client asks to add a member resource area during a brochure website build.
- What would be added, removed or replaced?
- Add a member-only resource library to the current public website scope.
- Is an impact estimate available?
- No
- What could be deferred or removed if this change proceeds?
- The team could discuss moving the library to a second release while the public pages launch.
How to use the response
The No answer skips estimate details. Investigate authentication, content access, support ownership and testing before offering timing. Present a separate-release option and record the client's decision against the existing scope.
Before publishing your version
Test both estimate choices. Replace the instructions with your actual change process and confirm that no ending promises approval, a price or immediate work.
Questions people ask
Is this a contract amendment?
No. It gathers information for an impact review. Any contractual amendment or spending authorization is handled through your agreed process.
What if the requester cannot estimate the impact?
They can select No for an available estimate and identify areas needing investigation. The delivery team should assess the impact rather than force an unsupported estimate.
Can I use it for design revisions?
Use the revision form for changes within the agreed design round. Use this form when deliverables, cost, schedule or the agreed objective may change.
Go deeper
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