SCOPE CHANGE FACTS AND REQUESTS (made-up agency: Quillmark Studio, client Tobin Street Coffee)
Quillmark Studio, Theo, Maya Brandt, Tobin Street Coffee and Rachel Osei are made up, and so are the dates
and hours.

Step 1. Paste the whole email thread, oldest message first, with one line saying what it is:
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Here is an email thread between me, the project lead at a web design agency, and my client, oldest message first.
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Step 2. The facts. These are the only things the reply may promise.
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Facts (only promise what is here):
1. Our statement of work covers a 6-page website redesign for Tobin Street Coffee, with 2 rounds of revisions. Launch is Friday, Nov 6.
2. An online shop page is not in the statement of work. Adding it needs a written change order.
3. Maya Brandt, our account director, approves every change order. She can send one by Wednesday, Oct 14. I can't agree to new work, a price or a new date myself.
4. Our rough estimate for the shop page is 16 to 20 hours, but Maya sets the final price.
5. We don't translate. We can build the site so a Spanish version can be added later, and introduce Rachel to a translator we've worked with.
6. Nov 6 holds for the 6 pages in scope. If the shop page is added, Maya will confirm a new launch date in the change order.
7. My rule: I don't agree to extra work, prices or dates in email. I explain the options and who decides.
8. I said I'd answer Monday and didn't. That's on me.
9. Sign it: Theo, Quillmark Studio.
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Step 3. The instructions:
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Write my reply to Rachel. Tone: friendly, clear and on her side, like a partner, not a gatekeeper. Apologize once for the late reply. Answer all three of her questions: the shop page, the Spanish version, and the Nov 6 launch. Explain the next step and who decides. Keep it under 200 words. No subject line, since it's a reply in the same thread. Don't invent details or promise anything that isn't in the facts.
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Step 4. Check every promise:
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Check that reply against my facts. Make a table of every promise or claim in it and the fact that backs it up. Flag anything the facts don't support.
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Step 5. Ask for the fixes by name (change this to match what your table flagged):
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Use both of those wordings. Then give each of her three questions its own short paragraph so the answers are easy to find, keep it friendly, and stay under 200 words. Keep every other fact exactly the same. Reply with just the email.
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What to watch for in the draft: anything free ("at no extra cost"), any date for work that is not in scope, and anything only the account director can approve.

BLANK FACTS LIST (copy and fill in for your next "one small extra" email)
1. What the statement of work covers (pages or deliverables, revision rounds, launch date):
2. What the client asked for that is not in it, and what adding it needs:
3. Who approves change orders, and by when they can send one:
4. Any rough estimate, and who sets the final price:
5. What we don't do, and what we can offer instead:
6. What date holds for what is in scope, and how a new date gets set:
7. My rule (no extra work, prices or dates agreed in email):
8. Anything we missed:
9. Sign it:

Before you use a real thread: leave contract rates you are not allowed to share, and other clients' names, out of anything you paste.