Estimate Scope: A Change-Authorization Checklist
Question: What should a team do when requested work changes after an estimate, visit, or planning decision?
Treat a change as a new decision
A changed request can affect scope, timing, materials, approval, communication, and the work record. Do not treat a verbal comment, field note, or internal message as automatic authorization.
Write what changed, what remains unknown, and who must review it. Keep the old and proposed scope distinguishable.
Review the change in order
- Open the correct record. Confirm the customer, job, work order, and existing estimate.
- Describe the observed change. Use factual language; separate a request from a verified condition.
- Identify the impact. Check whether scope, timing, materials, price, approval, or assigned work could change.
- Name the decision owner. Make it clear who can authorize, revise, or decline the proposed change.
- Prepare a revised proposal where appropriate. Keep included work, exclusions, and assumptions easy to read.
- Record the next action. Create a task or follow-up rather than relying on a private message.
- Communicate only confirmed facts. Do not promise schedule, price, availability, or outcome before approval and verification.
Common situations
| Situation | Safe next step |
|---|---|
| Field team finds additional work | Record the observation and request scope review. |
| Customer asks for an extra item | Clarify the requested work and route it for approval. |
| A planned part is unavailable | Mark availability pending and review alternatives. |
| Timing must change | Recheck schedule and ownership before committing to a new window. |
| Approval is unclear | Create a human decision task. |
Keep the record clean
Do not put payment data, bank details, credentials, internal URLs, access codes, customer identifiers, unsupported savings claims, or unredacted screenshots into a general scope-change note.
For estimate construction, see Estimates: Build, Review, and Send a Clear Scope. For escalation, see Escalations: Know When to Pause and Ask for a Decision.
Boundaries
This is a vendor-neutral authorization checklist. It does not establish price, contract terms, customer consent, availability, work approval, legal authority, payment, tax treatment, booking, or completed service. Verify those facts through the approved process.