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Architect Fee Variation Template for Scope Changes
A fee variation an architect sends when the scope changes: what changed, the impact on fee, build cost and programme, the change priced line by line, what stays the same and the decision needed from the client.
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Price a scope change so your client can say yes or no without a phone call. Fee, cost and programme impact sit side by side, with a clear decision deadline.
Get a yes without leaving the page
Your client reads the pricing, reaches the agreement section, and signs right there. No PDF download, no printing, no chasing.
Build proposals from sections you trust
Drop in a hero, pricing table, or steps timeline, then save your best-performing versions and reuse them on the next pitch.
Your pitch looks sharp on any screen
The hero, cards, and pricing hold their shape when a client opens your proposal on a phone between meetings.
See which section wins the deal
Heatmaps show whether prospects linger on pricing or skim the steps, so your follow-up lands when interest peaks.
Know the moment they open it
Get pinged when a client views your proposal, leaves a comment, or signs, so you can reply while the deal is warm.
Write the proposal together, live
Your designer tweaks the hero while you finalize pricing and a teammate drafts the task list, all in the same document.
See how every part fits
The proposal opens with the deadline and what changed, moves through impact and pricing, and closes on a sign-off line for your client. Keep, drop, or reorder any section to match the change you're pricing.
Fee Variation Cover with Decision Deadline
Opens the change proposal by naming the variation (V2), the project and the decision deadline of Friday 4 June 2027. The client sees at once what is being asked and by when.
Scope Change Summary: What Changed and Why
Explains the client request for a 186 m² recording suite beneath the main rehearsal hall, with the date and requester. It records the origin of the change and gives both sides one shared account of it.
Project Impact Metrics Against Current Scope
Four key numbers, each measured against the current scope, in a scannable card layout. Cost, time and scope effects are clear without reading long explanations.
Balanced Choice Statement: Add Now or Keep Scope
A short animated statement that presents both options as workable. It notes that adding the suite now costs less than adding it later, and that leaving it out costs nothing today.
Transparent Variation Pricing in EUR plus USt
Itemised price for the change, built from the agreed hourly rates and shown in EUR plus 20 percent USt. It makes clear the fee is additional to the unchanged appointment fee, so there are no surprises.
Approval Next Steps: Three-Step Action Plan
Three ordered steps to follow if the client approves, starting with appointing an acoustic consultant by 4 June. It gives the client a clear path from approval to the redrawn slab.
Revised Project Programme and Permit Timeline
Shows how the variation moves the permit date by five weeks and tender documents by four, while site start stays in spring 2028. It also flags the 12-week Baubehörde review period, which is outside our control.
Pricing Assumptions and What Stays the Same
Expandable panels set out what the price rests on, what remains unchanged (the appointment fee, the hall, the foyer and the rest of the design) and what happens if the client declines. Expectations stay clear and scope disputes are less likely.
Client Decision and Approval Sign-Off
A simple call to action for the Friday 4 June deadline. The client approves below to proceed, or replies to Theresa with one line to keep the current scope. The 5 July date stands either way.
Find your answers
Answers to common questions about pricing and presenting fee variations when an architecture client changes the scope of a project.
A strong variation proposal should clearly state what changed, the impact on scope, cost, and timeline, the options available, and the specific change being requested. This template covers each of these in dedicated sections: Variation V2, What changed, The impact, The choice, The change, and If you approve. Ending with a clear approval step makes it easy for the client to say yes.
Start by updating the Variation V2 heading with your own variation number and project name. Then edit the What changed and The impact sections with your specific scope, cost, and schedule details. Finish by tailoring The choice and If you approve sections to reflect your options and next steps.
Yes, you can export the completed proposal to common formats such as PDF for sending to clients or Word for further editing. PDF is best for final, signed-off versions, while Word is useful when stakeholders want to add comments. Always review formatting after export to make sure sections and tables display correctly.
Yes, the structure works for any industry where scope changes need client approval, including construction, creative agencies, IT services, and consulting. The What changed and The impact sections adapt easily to variations in materials, deliverables, hours, or budget. Simply adjust the terminology to match your industry's standards.
Most users can complete this template in 15 to 30 minutes because the sections are pre-structured. You mainly need to fill in the change details, the cost and timeline impact, and the available options. Having your original scope and pricing on hand speeds up the process.
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