Client extra work email
Three copy-paste emails for the moment a client asks for more than what was agreed. Each one says yes to the relationship, no to unpaid work, and moves the request into a written approval.
The one rule
Never debate whether the request is small. Size is the client's frame, and you cannot win inside it. Move the conversation to process instead: every change gets a quick written approval with a price and a timeline, no matter how small it looks.
All three emails below do exactly that, in the three situations where extra work usually shows up.
1. New request mid-project
The core email. Use it the first time a request lands outside the agreed scope.
Subject: [Project]: quick approval before I start on the new request Hi [Name], Happy to add this. The [careers page] was not part of the original scope, so here is what it would take: - Added work: [careers page with team bios and application form] - Price: [$1,215] - Timeline: delivery moves to [August 21] (+5 business days) If that works, reply "approved" and I will schedule it in. If you would rather scale it down or skip it for now, that is completely fine too. Thanks, [You]
2. The third small thing this week
For drip requests. Batch them so you are pricing a group, not nickel-and-diming each favor.
Hi [Name], Quick one, so the budget never surprises you. The smaller requests from this week add up: - [Swap the hero photo on the home page] - [Add a testimonial section] - [Adjust the mobile menu animation] Together that is about [4 hours / $540]. Two options: I send one approval for the whole batch and fold it into this week, or we park them for a phase two after launch. Which do you prefer? Thanks, [You]
3. The project already wrapped
For requests that arrive weeks after delivery, when there is no active scope to point to.
Hi [Name], Good to hear from you. [Project] wrapped up in [March], so new changes sit outside that scope. For updates like this I work [at $135/hr with a 2-hour minimum / on a small monthly support plan]. This request looks like about [3 hours, $405]. Want me to go ahead on that basis? If yes, I can have it done by [date]. Thanks, [You]
Tone rules that keep clients
You are not asking to be paid, you are describing how paid work works. Drop sorry and unfortunately from the vocabulary entirely.
The scale it down or skip it line keeps the client from feeling cornered. It costs you nothing, because unpaid work was never one of the options.
Words like reasonable, significant and complex invite negotiation. Hours, dollars and dates end it.
Every email above fits on a single screen. The longer the email, the more it reads like a justification instead of a process.