Check the agreement before you reply
An extra request can sound small even when it changes the work considerably. A client might ask for another page, a new format or revisions based on feedback from someone who was not involved earlier. Before deciding how to respond, look at the proposal, brief and any written approvals. Compare the request with the agreed deliverables, revision rounds, timeline and assumptions. This gives you a concrete basis for the conversation rather than relying on a vague sense that the work has grown.
Not every unexpected detail is necessarily outside scope. If the agreement says you will prepare a set of social graphics, for example, a minor adjustment to one graphic may be part of delivering that set. A request for an additional campaign may be different. Where the boundary is unclear, acknowledge that uncertainty instead of presenting your interpretation as an unquestionable fact. The goal is to find a workable next step, not to win an argument over a line in a document.
Clarify the need behind the request
Respond promptly enough that the client knows you have seen the request, but do not commit to doing it before you understand it. Ask what outcome they need, who will use the new work and whether it has a deadline. A request for several new layouts, for instance, might come from a need to compare two directions. If you understand that need, you may be able to suggest a smaller comparison that still helps them make a decision.
Keep your questions focused. A long list can make a simple request feel like an obstacle course. Start with the details that affect effort, timing and the original deliverable. You can also check priorities: Is this addition more important than something already planned, or does the client expect both? That distinction matters because a change to the plan may be possible without expanding the project, while an additional deliverable usually calls for a separate agreement.
State the boundary without sounding defensive
Once you understand the request, explain how it relates to the agreed work in neutral terms. Name the relevant deliverable or limit, then describe what is new. You might write: The current agreement covers the landing page design and two rounds of revisions. Designing a separate email template would be an additional deliverable. This wording is specific and easier to discuss than saying that the client is asking for too much.
Pair the boundary with a willingness to help plan the work. You do not need to apologize for having a scope, and you do not need to make the client feel at fault for asking. Requests often arise because a team has learned something new or noticed another need. A calm response shows that you take the request seriously while keeping the existing project commitments visible.
Offer options with clear trade-offs
Give the client a manageable choice rather than a bare yes or no. Depending on the project, you could add the work for an agreed fee and schedule adjustment, replace a planned deliverable with the new one, or finish the current scope and handle the request as a separate phase. If the change is small and you choose to include it, say so explicitly. That makes the exception clear without implying that future additions are automatically included.
For each option, explain what changes. An added task may affect the delivery date, the cost or the time available for revisions. A swap may preserve the budget but remove something the client still needs. Avoid promising a price or date before you have enough detail to estimate the work. If you need time to assess it, tell the client when you expect to send a proposal for the change.
Confirm the decision before doing the extra work
After the client chooses an option, put the updated plan in writing. A concise confirmation should identify the new or removed work, the agreed fee if it changes, any revised milestones and who needs to approve the change. Keep this record alongside the original brief so you and the client can refer to the same plan later. If a larger change affects other parts of the project, update those details too rather than documenting only the new task.
It can feel helpful to start immediately, especially when the request sounds urgent. But beginning extra work before agreeing on its terms can create confusion about what is included and which deadline takes priority. Until the change is approved, continue with the existing plan where practical and explain any decision you need from the client. Clear communication protects the working relationship by making expectations visible while there is still time to adjust them.
