Definition
A change request is a formal proposal to modify something that has already been agreed in a project — whether that is scope, timeline, budget, or deliverables. Instead of absorbing new requirements informally, the change is documented, the impact is assessed, and both parties agree before work begins. It is the mechanism that keeps projects manageable when circumstances shift, as they almost always do.
Why It Matters
Projects change. A client discovers a new requirement, market conditions shift, or technical work uncovers something unexpected. None of that is a problem — as long as it is handled properly. Without a change request process, those adjustments happen in conversations that nobody records, creating mismatched expectations about what is included and what costs extra. Change requests give everyone visibility. The client sees exactly what a new request will cost in time and money. The agency can plan resources accurately. Disputes drop because the paper trail is clear. It is not bureaucracy for its own sake — it is the simplest way to keep a project honest.
Example
A company is halfway through a software build when they realise they need an additional integration with their accounting system. Rather than the developer quietly adding it and hoping the timeline holds, the agency submits a change request outlining the extra work: an estimated twelve hours of development, a two-day extension to the deadline, and an additional cost. The client reviews it, approves it, and the work proceeds with everyone aligned.