Set up a process to identify, document, price, and authorize changed work before the team starts it, when the contract permits that process. Begin by comparing the client's request with the executed scope, deliverables, assumptions, exclusions, and schedule. Clarify whether the request is a correction within the original scope, a new task, or a response to changed conditions. Keep the discussion factual and refer to the contract language.
For each potential change, record the request date, its source, the reason for the change, added tasks, staff roles, estimated hours, direct expenses, schedule effects, and any client or agency dependencies. Explain the proposed fee method, such as agreed hourly rates or a lump sum, and state any assumptions. The project manager should keep a change log showing items under review, submitted for approval, accepted, or declined. That lets the owner see exposure before unapproved effort accumulates.
Follow the agreement's notice and direction requirements. If a client asks for immediate action, confirm the request and the authorization path in writing as soon as the contract allows. A casual discussion may not satisfy a written approval condition, and contract terms may limit payment for work done without authorization. If the client disputes whether a task is extra, consult counsel before taking a position or committing substantial resources.
A scope change can also affect technical responsibility. A revised design criterion, added analysis, or new field condition may require review by the appropriate licensed engineer. Do not let a commercial conversation shortcut technical evaluation. Update the schedule, staffing plan, estimate, and project records after authorization so the team is working from the same direction.
Ask the client and internal team:
- Who under the contract can authorize the change?
- Which deliverables and review cycles are included in the added fee?
- Does the change affect other disciplines, milestones, or permit submissions?
- What written direction is needed before work begins?
Seek legal advice when contract rights or payment are disputed.
This is general education, not legal or engineering advice; contract terms, licensed PE judgment, and local codes govern.
