Should the scope of work be inside the proposal or a separate document?

For small engagements, inside the proposal is fine. For larger engagements, separating the scope into its own appendix makes it easier to update without renegotiating the whole proposal.

What happens if the buyer asks for something that is on the 'Not included' list?

Use the change control clause: respond in writing with the cost and timeline impact, then start work only after written approval. This is the entire point of the section.

Template

Scope of work template

Most proposal disputes are scope disputes. The buyer thought one thing was included; you thought it was an extra. A clear scope of work — written before the price is signed — is the cheapest insurance you can buy. The structure below works for almost any service engagement.

Proposals & Quotes

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When to use

Before sending a price to any new client.
When extending an existing engagement into a new phase.
Whenever the buyer says 'and obviously you'll also…' — that is when the scope needs to be written down.

Examples

Scope of work — design project

SCOPE OF WORK

Project: Brand identity refresh — Acme Ltd
Engagement period: 1 April to 30 June

INCLUDED IN THIS ENGAGEMENT

Phase 1 — Discovery (Weeks 1–2)
  - One stakeholder workshop (up to 4 participants, 2 hours)
  - Competitive landscape review of 5 named competitors
  - Written brand direction document (8–12 pages)

Phase 2 — Identity design (Weeks 3–8)
  - Primary logo design with 2 rounds of revisions
  - Secondary logo lockups (horizontal, stacked, monogram)
  - Type system: 1 display typeface and 1 body typeface, paired
  - Colour system: 4 brand colours with light/dark variants
  - Brand guidelines document (PDF, ~30 pages)

Phase 3 — Handoff (Weeks 9–12)
  - Source files in Figma and Adobe Illustrator
  - One handoff session with the in-house team (90 minutes)
  - Two weeks of email-based clarifications post-handoff

NOT INCLUDED IN THIS ENGAGEMENT

  - Website design or development
  - Photography or video production
  - Print production management
  - Translation or localisation
  - Additional revision rounds beyond those listed
  - Application of the brand to specific marketing materials

Anything outside the included list will be quoted separately and is not part of the agreed price.

ASSUMPTIONS

  - The client will nominate one decision-maker for sign-off at each phase.
  - Feedback on each deliverable will be consolidated and returned within 5 business days.
  - Delays in feedback shift the project end date by the same number of days.

CHANGE CONTROL

  - Any change to this scope must be requested in writing.
  - We will respond within 2 business days with the cost and timeline impact.
  - Work on the change starts only after written approval.

Three sections do most of the work: Included, Not included, and Change control. The 'Not included' list is the one most proposals skip — and it is the one that prevents the most disputes.

Tips

Always include a 'Not included' list, even when it feels awkward. It is the single most useful section.
Write deliverables as nouns ('a 30-page brand guidelines document'), not verbs ('design the brand').
Quantify everything: number of revisions, length of documents, number of participants in workshops.
Add an Assumptions section so feedback delays are not your problem.
Add a Change control clause so additions get priced before they get worked on.

Frequently asked questions

Should the scope of work be inside the proposal or a separate document?: For small engagements, inside the proposal is fine. For larger engagements, separating the scope into its own appendix makes it easier to update without renegotiating the whole proposal.
What happens if the buyer asks for something that is on the 'Not included' list?: Use the change control clause: respond in writing with the cost and timeline impact, then start work only after written approval. This is the entire point of the section.

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Proposal Builder

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