when you need to add more hours to the original contract
| Widely-recognised term | Typical use-case (hours-only or hours+cost) |
|---|---|
| Change Order (CO) | Universal in AIA, ConsensusDocs, EJCDC and most PM software; covers any change in scope, schedule or price—including extra hours . |
| Additional Work Order | Common on in-house forms; signals new work not in the original scope, usually priced on hours . |
Revision Work Order
when you need to increase the hours from the original estimate on the invoice
Here's an example of a polite and customer-friendly communication for increasing the hours from the original estimate on the invoice:
Subject: Update on [Project Name] - Additional Time Needed
Dear [Client Name],
I'm writing to provide an update on your [Project Name] project. I'm happy with the progress we've made so far, and I believe the final product will be something you're truly satisfied with.
During the initial project scoping, we estimated [Original Estimated Hours] hours would be needed to complete the [Specific Task or Phase]. However, as we've delved deeper into [Reason for Increased Hours - e.g., unexpected complexity, additional client requests], it's become clear that an additional [Number] hours will be required to ensure the highest quality outcome.
Here's a breakdown of the additional time needed:
- [Brief explanation of why additional time is needed for each area]
To minimize disruption to the project timeline, I've already begun work on these additional tasks. The revised total estimated project time is now [Revised Estimated Hours].
Here are your options moving forward:
- Prioritize Tasks: We can prioritize the most critical tasks within the original estimated timeframe and discuss which elements might need to be adjusted or addressed in a future phase.
- Revised Invoice: If you'd prefer to complete all aspects of the project as originally envisioned, I'll send you a revised invoice reflecting the additional [Number] hours at my standard hourly rate of [Your Hourly Rate].
I understand that changes to project scope can be unexpected. Please let me know if you have any questions or would like to discuss these options further. I'm committed to delivering a high-quality project that meets your needs and exceeds your expectations.
Thank you for your understanding and continued collaboration.
Sincerely,
[Your Name]
Additional Tips:
- Be Transparent: Clearly explain the reason for the increased hours and provide a breakdown if possible.
- Offer Options: Give your client choices on how to proceed, allowing them some control over the project.
- Maintain Positive Tone: Focus on the quality of the final product and your commitment to client satisfaction.
- Timely Communication: Don't wait until the project is complete to discuss the need for additional hours. Address it as soon as you become aware of the situation.
By following these steps, you can increase your credibility and maintain a positive relationship with your client, even when there's a need to adjust the project scope.