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Project Communication
Responding to a Revision Request Email Template
Revision requests are a normal part of every creative project. The challenge is responding in a way that's collaborative and professional while being clear about what's included in your original scope — and what isn't. How you handle this email often defines the tone for the rest of the project.
When to send
Send this as soon as you've reviewed the client's feedback — ideally the same day. Don't let revision requests sit unanswered.
The Template
Subject: Re: Revisions - [Project Name]
Hi [Client Name],
Thank you for the detailed feedback on [deliverable] — I appreciate you taking the time.
Here's what I can address within our agreed scope:
- [Revision 1]
- [Revision 2]
- [Revision 3]
Regarding [out-of-scope request]: this falls outside the scope we agreed on in the contract. I'm happy to include it — the additional cost would be $[amount] and it would add approximately [X] days to the timeline. Let me know if you'd like to proceed with that.
I'll get started on the in-scope revisions right away and have them back to you by [date].
Best,
[Your Name]
Tips for Getting This Right
- Always acknowledge what you can do before addressing what falls outside scope — lead with yes before you get to the limit.
- Give a specific price and timeline for out-of-scope work. 'We can discuss it' is vague and delays the decision.
- Frame out-of-scope items as additions, not refusals. You're not saying no — you're quoting for extra work.
- Confirm when you'll deliver the in-scope revisions so the client knows what to expect.
- Keep records of all scope discussions in writing. If a dispute arises later, your email trail is your evidence.
Common Mistakes to Avoid
- Doing out-of-scope work without flagging it — this sets a precedent that clients can expand scope for free.
- Being defensive or apologetic about enforcing scope — your contract defines what's included. Enforcing it is professional, not confrontational.
- Not giving a price for out-of-scope work — 'that's extra' without a number doesn't move things forward.
- Agreeing verbally to additions without updating the contract — always get scope changes in writing.
Frequently Asked Questions
What counts as a revision versus a new request?
A revision is a change to the deliverable within the original brief — adjusting colors, fixing copy, tweaking layout. A new request is something not in the original scope — adding pages, changing the concept, or requesting entirely new deliverables.
How many revision rounds should I include in my contracts?
Two rounds is standard for most creative work. More than that and projects drag on indefinitely. Be specific in your contract — 'two rounds of revisions to the agreed deliverables' is better than 'reasonable revisions.'
What if the client insists their revision is within scope?
Go back to the written scope of work or contract and point to the specific language. If the scope is ambiguous, you may need to meet in the middle. Use this as a lesson to write more specific scope documents in future.
Should I charge for every small change?
Not necessarily — small corrections (typos, minor tweaks) are usually absorbed. Save out-of-scope charges for meaningful additions that require significant time. Being rigid about tiny things damages the relationship without much financial benefit.