Record a client request without losing the original scope

A client request should be recorded before the team changes the work. Start with the client's words, the original scope, the impact, and the approval. A request that is only discussed in a call is easy to misremember. A short note with four fields is easier to use than a long narrative. Keep the source link with the task so the next reviewer can check it. A short note with the requester and the next action is easier to use.

Keep the record short enough to review with the client. The client should see what was asked and what was agreed. Review the first few notes together before the process expands. Update the template when the same question appears twice. The client should know who is handling the question and when to expect an answer. A short note with the requester and the next action is easier to use.

Write the request in the client's words, then link the original brief. A paraphrase can change the meaning. The record should show both. A short note with four fields is easier to use than a long narrative. Keep the source link with the task so the next reviewer can check it. A short note with the requester and the next action is easier to use.

Record the date, the channel, and the person who received the request. A later review may need the timeline. If the source is unclear, route the question instead of guessing. Keep the evidence with the record rather than in a separate log. Test the brief on one real task before applying it to the whole role. Keep the source link with the task so the next reviewer can check it.

Record the impact on time, cost, and the current queue. A request that looks small may displace other work. The impact should be visible to the account owner. Review the first few notes together before the process expands. Keep the source link with the task so the next reviewer can check it. The client should know who is handling the question and when to expect an answer.

Name the tasks that will stop or move. A scope change without a trade-off is usually an unapproved expansion. Update the template when the same question appears twice. A control that depends on memory is not yet a control. The client should know who is handling the question and when to expect an answer. The assistant should record the owner and the date before the next shift.

Record who approved the change and the date. A change that affects the contract or the fee should have the same approval as the original agreement. Keep the evidence with the record rather than in a separate log. A short note with four fields is easier to use than a long narrative. A short note with the requester and the next action is easier to use. Keep the source link with the task so the next reviewer can check it.

If the approval is pending, mark the work as on hold. Do not start the new scope on a verbal request. Keep the original note beside the corrected version. If the source is unclear, route the question instead of guessing. A short note with the requester and the next action is easier to use. The client should know who is handling the question and when to expect an answer.

Look for repeated requests that should be part of the standard service. A pattern may point to a packaging or communication problem. Update the brief or the scope. Ask whether a new reviewer could act on the record without a conversation. A short note with the requester and the next action is easier to use. The assistant should record the owner and the date before the next shift.

For the support model, review the [services page](/services) and the scope it describes. Use the [contact page](/contact-us) when the decision needs a written boundary. The [U.S. Small Business Administration](https://www.sba.gov/business-guide/manage-your-business/manage-your-finances) publishes public guidance on documenting recurring work. Keep the note with the task so the next reviewer can find it. Keep the source link with the task so the next reviewer can check it. The assistant should record the owner and the date before the next shift.