# Agency change order form

A fill-in change order for marketing agency retainers and projects: a full form, a short email version for small extras, a filled example and the rules that make it work. RevSmith, updated 4 November 2026.

Use it whenever the scope check (four questions, five answers) gives the answer **extra**, or when a **replaces a deliverable** swap changes the effort. It goes with the scope ledger (`scope-ledger.csv`) and the client scripts (`scope-scripts.md`) from the guide at https://revsmith.in/guides/agency-scope-creep.

> **Not legal advice.** This form amends a contract. Check it against the change clause in your master services agreement (MSA) or retainer agreement, and have a lawyer in your country review both before first use.

---

## Part A: the full form

### 1. Reference

| Field | Fill in |
|---|---|
| Change order number | CO-[year]-[number], e.g. CO-2026-014. Never reuse a number. |
| Client (legal name) | |
| Agency (legal name) | |
| Agreement it amends | [MSA or retainer agreement name], dated [date] |
| Statement of work (SOW) and line | [SOW name, version, date], line [number and name], e.g. "SOW v2, 1 July 2026, line 2.1 Creatives" |
| Ledger row(s) | The request ID(s) in your scope ledger, e.g. R-2026-11-001 |
| Raised by (agency) | Name, role |
| Requested by (client) | Name, role |
| Requested on and where | Date; channel (email, Slack, call, review comment); link to the message if there is one |
| Date of this change order | |
| Valid until | Date. Suggest 14 days; after that the price and dates may change. |

### 2. The request, in the client's words

Quote the request exactly as it was made. If it came on a call, write what was asked and who asked it, and send this form as the written record.

> "[Paste the request]"

### 3. Why it is outside the agreement

Tick one and name the line and limit.

- [ ] **Extra:** we offer this, but the SOW does not cover it, or it is over the line's limit, and no allowance is left.
  SOW line and limit: [e.g. "2.1 Creatives: 20 a month; 20 of 20 committed this month"]
- [ ] **Swap with extra effort:** it replaces a planned deliverable, but takes more work than the one it replaces.
  Deliverable replaced: [name]. Difference in effort: [hours or units]
- [ ] **Separate project:** we do not normally offer this, or it is large enough to need its own scope. (Attach the outline or proposal instead of pricing it here.)

### 4. What we will deliver

Be specific enough that both sides can tell when it is done.

| Item | Quantity | Format, sizes, channels | Revision rounds included | Acceptance (how we both know it is done) |
|---|---|---|---|---|
| | | | | |
| | | | | |

### 5. What it does not include

List the obvious next asks so they are not assumed: extra sizes, translations, media spend, stock or license fees, posting or scheduling, further rounds.

- 
- 

### 6. Price

| Field | Fill in |
|---|---|
| Pricing basis | Choose one: fixed price / units × unit price / hours × hourly rate, with a cap of [hours] / no charge (goodwill, recorded) |
| Calculation | e.g. 2 creatives × $420 = $840 |
| Price before tax | |
| Tax | As a separate line, at your local rate, if it applies |
| Third-party costs passed through | e.g. stock images, at cost plus [x]% handling, or "none" |
| Total | |
| How it is billed | Added to the next retainer invoice / separate invoice on approval / 50% on approval and 50% on delivery |
| Payment terms | As the agreement, unless stated: [e.g. 15 days] |

If you choose **no charge**, keep the form anyway. A recorded waiver tells the client what the work was worth and keeps your ledger honest.

### 7. Schedule

| Field | Fill in |
|---|---|
| Work starts | After approval and once the client inputs in part 9 arrive |
| Delivery date | [date], or [n] working days after approval and inputs |
| What moves because of it | Name any planned deliverable that shifts, and by how much, or write "nothing moves" |

### 8. Effect on the retainer

- [ ] One-off: the monthly scope stays the same.
- [ ] Recurring for [n] months from [month]: the monthly scope and fee change as below. (If this becomes permanent, raise it at the next scope review or renewal and update the SOW.)
- [ ] Uses or tops up an allowance: [which allowance and how many units]

### 9. Assumptions and client inputs

| Input the client provides | Owner at the client | Needed by |
|---|---|---|
| | | |

If an input arrives late, the delivery date moves by the same number of working days.

### 10. Approval

The work starts only after the client's approval. An approval by email ("I approve change order CO-[number]") from a person named below counts as written approval, if your agreement allows it.

| | Client | Agency |
|---|---|---|
| Name | | |
| Role | | |
| Approved on | | |
| Signature or "approved" email | | |

This change order amends the agreement and SOW named in part 1 only for the work described above. All other terms stay the same.

---

## Part B: the short form (small extras)

For an extra under a limit you set (for example one extra revision round, or under $250), an email is enough. Keep the same change order number series and log it in the ledger.

> **Subject:** Change order CO-[year]-[number]: [what it is]
>
> Hi [name],
>
> Happy to do [the request, in a few words]. It sits outside this month's plan ([SOW line and limit, e.g. "2 revision rounds per creative; this would be round 3"]), so it is an extra:
>
> - **Work:** [what we will deliver]
> - **Price:** [$amount], added to the next invoice
> - **Ready by:** [date], once you approve
>
> Reply "approved" and we'll start. If you'd rather swap it for [a planned item not started yet], say so and there's no charge.
>
> Thanks, [name]

---

## Part C: a filled example

This example is made up. It matches the worked example in the guide: a paid social retainer of $6,000 a month for 20 creatives with two revision rounds each and four quick tasks, extras priced at $120 an hour.

| Field | Example |
|---|---|
| Change order number | CO-2026-014 |
| Client | Acme Outdoor Ltd (example) |
| Agreement and SOW line | Retainer agreement of 1 July 2026; SOW v2, line 2.1 Creatives (20 a month, 2 revision rounds each) |
| Ledger row | R-2026-11-001 |
| Requested by, on, where | Marketing Manager, 3 November 2026, by email |
| The request | "Black Friday: can we have two more creatives on top of the 20?" |
| Why it is outside | Extra. Line 2.1 sells 20 creatives a month; all 20 are planned for November. The quick-task allowance does not cover new creatives. |
| What we will deliver | 2 static creatives, one concept each, 1080 × 1350 primary size plus 1080 × 1920 and 1200 × 628 resizes, 2 revision rounds each |
| Not included | Further resizes, a video version, media spend, posting |
| Pricing basis and price | Units × unit price: 2 × $420 (3.5 hours × $120) = $840 before tax |
| Billing | Added to the next retainer invoice |
| Schedule | Delivered 3 working days after approval and the Black Friday offer details; no planned November creative moves |
| Effect on the retainer | One-off |
| Client inputs | Final offer wording and product list from the Marketing Manager, by 6 November 2026 |
| Valid until | 17 November 2026 |
| Approved | Marketing Director, Acme Outdoor, by email reply, 4 November 2026; Account lead for the agency, 4 November 2026 |

---

## Part D: rules that make change orders work

1. **Before the work, never after.** A change order sent for work already done is an invoice dispute. If the work is done, log it as waived, tell the client, and use the form next time.
2. **The account lead sends it, not the person doing the work.** Designers and specialists route requests to the account manager; they do not say yes or no in the thread.
3. **Quote the client's own words.** It removes the argument about what was asked.
4. **Always offer the swap.** "Or swap it for [planned item] at no charge" turns a bill into a choice.
5. **Number every one, including the waived ones.** At the monthly scope review, the list of change orders shows the client what they asked for and you what to put into the next retainer.
6. **Three months running means it is scope.** If the same extra needs a change order three months in a row, propose writing it into the retainer.

## Part E: a change clause to check in your agreement

Plain-language example only; have a lawyer adapt it.

> **Changes.** Either party may ask for a change to the services. The agency will describe any work outside the statement of work in a written change order that states the work, the price and the effect on the schedule. A change order binds both parties once approved in writing by an authorized person on each side, which may be by email. Work under a change order starts after approval. All other terms of this agreement continue to apply.