The email that stops "just a few small changes" before it starts

TL;DR: One well-written email at the start of a project saves you hours of awkward conversations later. Here’s the template.

You’ve been here. You deliver the final files. You’re proud of the work. The client replies within the hour.

“Looks great! Just a few small changes…”

Fourteen bullet points follow. Half of them are things you agreed weren’t in scope. Three of them are entirely new features. One of them contradicts feedback they gave you in week two.

Here’s the thing: the client isn’t trying to make your life difficult. They genuinely didn’t know where the boundary was. Nobody told them. You started the project, you did the work, you sent it over, and somewhere between the kickoff call and the final delivery, the rules got blurry.

The fix is simple, and it costs you about ten minutes at the start of every project.

Why a kickoff email works

Most freelancers have a proposal or contract that covers the big things: deliverables, payment, timeline. But proposals are formal documents. Clients sign them and then don’t think about them again.

A short “ways of working” email is different. It arrives in their inbox the day the project kicks off. It’s written in plain language. It sets out how the project will run, what’s included, how feedback works, and what happens if something falls outside the original scope. It takes two minutes for them to read and it shapes how they behave for the entire project.

It also makes you look like someone who runs an organised, professional operation. Which you do. Now you’ll have evidence of it.

The template

Here’s a version you can adapt and send at the start of any project. Keep the tone warm. This isn’t a legal notice.

Subject: [Project name] — a quick note on how we’ll work together

Hi [Name],

Really looking forward to getting started on this. Before we dive in, I wanted to send a quick note on how the project will run, just so we’re on the same page from the start.

What’s included [List the deliverables clearly and specifically. E.g. “Five page designs for desktop and mobile, based on the brief we agreed on [date].”]

Revisions This project includes [X] rounds of revisions. A revision round means a single consolidated list of changes, sent together. I’ll action everything in that list and send it back for your review.

How to send feedback The clearest feedback is consolidated and specific. Rather than sending things in as they occur to you, it helps to collect everything into one message per round. If something’s urgent, of course just let me know.

Timeline We’re working to [date] for the first draft and [date] for final delivery. I’ll let you know if anything shifts.

If something new comes up Sometimes a project evolves and new things come up that weren’t in the original brief. That’s fine. We can always add to the scope. I’ll flag it when something falls outside what we agreed and send a quick quote before we proceed. No surprises.

Looking forward to doing good work together.

[Your name]

How to adapt it

For design projects: Be specific about what “final files” means. Do they get editable source files or just exports? State it. “Final delivery includes exported PNG and PDF files. Source files are available for an additional fee.”

For development projects: Clarify what browser/device support is included. “This build will be tested in Chrome, Safari, and Firefox on desktop and mobile. Support for older browsers is outside scope.”

For video projects: Nail down the revision process on cuts specifically, because video revisions are expensive. “This project includes one round of revisions on the rough cut and one round on the fine cut.”

Why this actually works

Setting expectations isn’t about being rigid or defensive. It’s about making the rules clear so both sides can relax.

When a client knows how many revisions they get, they use them more thoughtfully. When they know that new requests come with a quote, they think before they ask. When they know the timeline, they don’t panic and send disruptive messages two days before delivery.

You’re not building a wall between you and your client. You’re giving both of you a shared understanding of what success looks like. That’s what makes projects go well.

Send the email. You’ll thank yourself by the end of the project.