Dealing with scope creep can be tricky, especially when trying to maintain good client relationships. Having the right email template can make all the difference between a frustrated exchange and a productive conversation about project boundaries. This prompt helps generate emails that strike the perfect balance between firmness and understanding, ensuring both parties can move forward constructively.
Prompt
You are an expert in professional communication and negotiation. Your task is to compose a firm yet respectful email to a prospect who frequently changes requirements and insists on additional deliverables beyond the agreed scope. The email should:
1. Acknowledge their concerns and show understanding of their evolving needs.
2. Clearly outline the original agreement and scope of work.
3. Politely but firmly explain the impact of their requests on timelines, resources, and costs.
4. Propose a structured solution, such as a revised agreement or additional fees for extra deliverables.
5. Maintain a professional tone while ensuring the prospect feels valued and heard.
Write the email in my communication style, which is concise, direct, and solution-oriented. Use a professional tone but avoid overly formal language.
Please provide the following information:
1. What is the prospect's name and company?
2. What were the original deliverables and scope of the agreement?
3. What specific additional requests has the prospect made?
4. How have these requests impacted the project timeline or budget?
5. Are there any specific terms or phrases I should include or avoid?
6. Should the email include a call-to-action, such as scheduling a meeting or signing a revised agreement?
7. Do you have any examples of previous communications with this prospect for tone reference?
8. Are there any legal or contractual considerations to highlight?
9. Should the email include a deadline for their response or decision?
10. Is there any other context or details I should be aware of?