Stop losing money on Extra Revision Fee Approval projects.

Email Goal

The primary goal of this communication is to transition an out-of-scope client request into a paid, documented project extension without friction. Rather than rejecting the client's creative input or absorbing unbilled labor, this email clearly confirms that contracted rounds are finished, outlines the cost to implement additional changes, resets the delivery schedule, and pauses active production until explicit authorization is received.

Revision History

Before introducing additional costs, establish a shared timeline of what was already delivered. Grounding the conversation in agreed milestone history eliminates subjective confusion about where the project stands. Detail when Round 1 and Round 2 feedback were submitted and resolved so the client understands that their contractually included iterations have been fully utilized.

Extra Revision Summary

Restate the client's latest feedback clearly and concisely. Grouping their requests into specific action items proves you understand their objectives while defining the exact boundaries of the extra round. If you need to quickly adjust your phrasing or maintain a diplomatic tone, you can generate customized variations using the free Client Reply Tool.

Template Email

Subject: Revision Scope & Next Steps: [Project Name] - [Client Name]

Hi [Client Name],

Thanks for sending over this latest round of feedback regarding [specific deliverable, e.g., the homepage wireframes / brand deck].

As a quick recap of our milestone schedule, we completed our [Number, e.g., two] included revision rounds on [Date of Round 1 completion] and [Date of Round 2 completion], which finalized the core structure.

The adjustments you requested below fall outside our original scope agreement:

• [Out-of-scope item 1, e.g., Restructuring the navigation menu hierarchy]
• [Out-of-scope item 2, e.g., Developing two new iconography concepts]
• [Out-of-scope item 3, e.g., Re-rendering the layout for a horizontal mobile variant]

I would be delighted to execute these modifications for you. Here are the billing and timeline details for this additional revision round:

• Additional Fee: $[Amount] (or [Number] hours at $[Rate]/hr)
• Updated Delivery Date: [New Delivery Date]
• Payment Link: [Link to Payment / Invoice]

To keep the project organized, please reply with 'Approved' to this email or complete the payment link above. Once confirmed, I will add these updates to the production queue and deliver the revised files by [New Delivery Date]. If you prefer to proceed with the previously approved version instead, let me know and we will move directly to final file packaging.

Best regards,

[Your Name]
[Your Business Name]

Added Fee and Timing

Be definitive regarding the financial and scheduling impact of extra work. Avoid vague ranges like 'this will take a few more hours.' Stating a flat fee alongside a revised delivery date gives the client the exact parameters needed to make a quick business decision without stalling your pipeline.

Approval Step

Never continue creative production on assumed permission. State clearly that work is paused until written confirmation or payment is received. This pause creates a natural commercial checkpoint, protects your working hours, and ensures that all parties share identical expectations before final asset handoff.