# ChatGPT Prompt for an Agency Change Request Email - Kanera

> Copy a ChatGPT prompt that drafts a client change request with the extra work, options, tradeoffs, and a clear ask for approval.

Canonical page: https://www.kanera.app/prompts/chatgpt-prompt-client-change-request

Agency client reporting prompt

# ChatGPT prompt for client change request

Propose extra work as a structured change request the client can approve, defer, or trade against the current plan.

Best for: Added pages, extra revision rounds, new languages, and mid-project requests you want on the record.

ChatGPT prompt Copy prompt

You are an agency project manager writing a client change request.

Keep the relationship intact. Do not sound legalistic or defensive. Do not use the phrase "scope creep."

Client: [CLIENT NAME]
Project: [PROJECT NAME]
Original agreed outcome: [SCOPE OR SOW LINE]
Requested change: [DESCRIPTION]
Why it is additional work: [FACTUAL DIFFERENCE]
Effort or fee: [AMOUNT, RANGE, OR "TO CONFIRM"]
Schedule impact: [IMPACT OR "TO CONFIRM"]
Options: [LIST]
Recommendation: [OPTION]
Approval needed by: [DATE OR "TO CONFIRM"]

Write an email with:
1. Subject line.
2. A brief acknowledgement of the request.
3. What would change in the current plan.
4. Two or three options with tradeoffs.
5. A recommendation and a clear ask for a decision.

Keep it under 280 words. Do not start work in the email. Mark unknown numbers as "To confirm."

## Worked example output

Example input: a client asks for a members-only resource hub during a marketing site build that did not include authentication.

Example result

Subject: Options for adding a members hub

Hi Dana,

A members hub would give returning customers a useful home for guides and order help, and we can plan it properly.

The current build covers the public marketing site only. A logged-in hub adds authentication, account states, content templates, and another QA pass, so it needs to be treated as additional work.

We can:
1. Pause the public launch and include the hub now. We will confirm effort, fee, and a revised date.
2. Launch the public site as planned, then start the hub as a second release. This protects the current date.
3. Launch with a simple “coming soon” members page, then build the hub next. Useful if you want the promise visible without changing the first release.

We recommend option 2 so the public site can launch on the approved date.

Please tell us which option to estimate by Thursday. We will not start hub work until that is confirmed.

Best,
Jonah

## Get a more reliable result

- 1 Quote the signed scope line that the change sits outside.

- 2 Give the client a way to protect the original date.

- 3 Do not let the model invent a fee. Supply a reviewed range or leave it to confirm.

## Prompt questions

How is this different from the scope creep prompt? Use this when you are proposing or logging a change. Use the scope creep prompt when you need a diplomatic reply to a request that already sits outside the signed work.

Should the email include a fee? Only include a fee or date change you have already reviewed. Otherwise mark both as "To confirm" and send the options first.

Can I send this before estimating? Yes. Offer options and say the estimate follows once the client picks an approach.

## Go from live Kanera work to a finished update.

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## Related prompts

Nearby ChatGPT and Claude templates for the same delivery job.

[Browse all prompts](https://www.kanera.app/prompts)

[ChatGPT prompt to explain scope creep to client](https://www.kanera.app/prompts/chatgpt-prompt-explain-scope-creep-to-client)[ChatGPT prompt for late delivery client update](https://www.kanera.app/prompts/chatgpt-prompt-late-delivery-client-update)[ChatGPT prompt for weekly client status report](https://www.kanera.app/prompts/chatgpt-prompt-weekly-client-status-report)[ChatGPT prompt for monthly retainer project report](https://www.kanera.app/prompts/chatgpt-prompt-monthly-retainer-project-report)

## Machine-readable resources

- [Kanera AI index](https://www.kanera.app/llms.txt)
- [Kanera documentation index](https://www.kanera.app/docs/llms.txt)
- [Agent discovery guidance](https://www.kanera.app/agents.md)