Change Request Templates
Scope change documentation and approval request formats.
Final Draft
Hi {{cursor}},
I wanted to bring something important to your attention regarding final draft.
Here are the key details:
- [Detail 1]: [Specific information]
- [Detail 2]: [Specific information]
- [Detail 3]: [Specific information]
Please review the above and let me know if you have any questions or need additional information.
Thank you for your time and attention. I will follow up if I do not hear back by [date].
Best regardsUpdated Format
Updated Format
Date: {{date}}
Prepared by: {{cursor}}
Summary:
[Brief overview of updated format]
Details:
1. [Key point or finding]
2. [Key point or finding]
3. [Key point or finding]
Action Items:
- [Action item 1] - Due: [Date]
- [Action item 2] - Due: [Date]
- [Action item 3] - Due: [Date]
Next Steps:
[Description of what happens next]
Notes:
[Additional context or considerations]Revised Notice
Hi {{cursor}},
Quick update on revised notice:
[Key information]
Let me know if you have any questions.
BestInitial Message
Initial Message
Date: {{date}}
Status: [Active/Pending/Complete]
Owner: {{cursor}}
Description:
[Detailed description of initial message]
Key Points:
- [Point 1]
- [Point 2]
- [Point 3]
Timeline:
- Start: [Date]
- Milestone 1: [Date]
- Completion: [Date]
Notes:
[Additional information]Follow-Up Communication
Hi {{cursor}},
I wanted to follow up with you about follow-up communication.
Here are the key details:
- [Detail 1]: [Specific information]
- [Detail 2]: [Specific information]
- [Detail 3]: [Specific information]
Please review the above and let me know if you have any questions or need additional information.
I am happy to discuss this further at your convenience. Please do not hesitate to reach out if you need anything else.
Best regardsStandard Reminder
Standard Reminder
Date: {{date}}
Prepared by: {{cursor}}
Summary:
[Brief overview of standard reminder]
Details:
1. [Key point or finding]
2. [Key point or finding]
3. [Key point or finding]
Action Items:
- [Action item 1] - Due: [Date]
- [Action item 2] - Due: [Date]
- [Action item 3] - Due: [Date]
Next Steps:
[Description of what happens next]
Notes:
[Additional context or considerations]Formal Confirmation
Hi {{cursor}},
Quick update on formal confirmation:
[Key information]
Let me know if you have any questions.
BestFriendly Report
Friendly Report
Date: {{date}}
Status: [Active/Pending/Complete]
Owner: {{cursor}}
Description:
[Detailed description of friendly report]
Key Points:
- [Point 1]
- [Point 2]
- [Point 3]
Timeline:
- Start: [Date]
- Milestone 1: [Date]
- Completion: [Date]
Notes:
[Additional information]When to use this template
- Mid-project scope change request. What's being added/removed, impact on timeline and budget, ask for approval.
- Customer-driven change order on a client project. Formalizes a 'while you're at it' verbal request before you do the work.
- Internal pivot when the team decides a planned feature isn't worth building. Document the decision and the rationale.
Customize for your workflow
- Quantify impact in time AND money. 'Adds 2 weeks' is fine; 'Adds 2 weeks and ~$15k vendor cost' is approvable.
- Always include the 'do nothing' option in the change request. Comparing trade-offs forces a real decision instead of automatic approval.
Common questions
How small a change needs a formal request?
Any change that affects timeline, budget, or scope outside what's documented. Tiny tweaks within scope don't; everything else does.
Who approves change requests?
Whoever was named as the change approver in the project charter. If you didn't name one, your kickoff doc was incomplete and now you're learning why.
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