As a freelance writer, I constantly receive and review work documents. These digital documents help me maintain clarity so I know who is responsible for what and when tasks are due.
Many projects fail because expectations are not clearly set from the start.
Deadlines are missed, budgets are out of control and no one seems to know the next step. The good news? A well-developed scope of work can solve these problems before they arise.
In this guide, I’ll show you how to write a clear and effective scope of work, complete with examples and a handy template to streamline your process.
Table of contents
Download HubSpot’s free scope of work template
What is a scope of work?
A scope of work is a formal one Project management Document that ensures that the client and team are fully aware of all project details – tasks, schedules, deliverables and expectations. It covers the essential questions:
- Who is responsible for what?
- When does it happen?
- Where does it happen?
- How is everything carried out?
This means everyone is on the same page and ensures smooth progress without confusion or misunderstandings. It works like a project roadmap, listing all critical elements so everyone stays on track.
What does a scope of work include?
When I start working with a new client, I always take a close look at the working documents. This helps me understand what they are looking for and how we can build a long-term partnership.
From my experience, here are the most important parts of a scope of work.
1. Statement of project scope and objectives
The project overview explains Why the project is being carried out.
It clarifies what you want to achieve and addresses the business problem you want to solve. Crystal clear goals help everyone stay on the same page and avoid misunderstandings.
Ideally, everyone reading this section – even if they are not directly involved in the project – should understand what the project is about and what success looks like.
2. Scope of work
This is where you give an overall overview of the work to be done, but don’t go into too much detail just yet – keeping things at a higher level.
For example, for a corporate blog startup project, the scope might include tasks like “designing a blog layout” or “writing and editing blog posts.”
It can also outline technical specifications, such as which CMS to use, to ensure there is no confusion later and everyone knows the general plan.
3. Project schedule and milestones
The project schedule describes specific start and end dates for each phase, while milestones mark these all-important checkpoints. Achieving these milestones keeps things on track and ensures critical deliveries occur as planned.
In addition, they offer moments for rethinking and when necessary.
Even in agile projects where things happen more fluidly, a timeline gives everyone an idea of how long tasks and phases are expected to take. As a writer, I love scopes of work that have due dates for first drafts, second drafts, and final drafts.
4. Project results
The results are your “This is what you get” list. Whether they are physical products, software components or services, this section describes exactly what will be handed over at the end.
This section is critical to avoid scope expansion and ensure everyone is on the same page about the future. When the results are crystal clear, there is no reason for confusion later.
5. Reporting requirements
Nobody likes to be in the dark. For this reason, this section is about keeping everyone involved informed. It breaks down how often and in what form status updates take place – be it through reports, presentations or meetings.
Regular check-ins ensure everyone stays informed and issues are caught early so they don’t become bigger problems later.
6. Estimated Costs
As the name suggests, this part of the scope of work describes the costs associated with the project. This details how and when payments will be made, whether through milestones, deliverables, or a set schedule.
I appreciate it when scopes of work detail the payment method – think bank transfer or ACH – and the terms that trigger payments.
In this way, the financial aspects remain clearly in view and later unpleasant misunderstandings are avoided.
7. Approval and Release
This is where you specify the details. Who is responsible for releasing what?
This section ensures a clear approval process and may also include things like security requirements or legal requirements.
And when you’re ready to finalize everything, approval ensures that everyone is on board with what’s being delivered, so there are no surprises at the finish line.
Skip the hassle and grab HubSpots Free Scope of Work Template. It is available in Microsoft Word, PDF and Google Docs formats and can be customized in minutes.
This template covers everything: project scope, deliverables, exclusions, milestones with deadlines and stakeholders. It’s meant to make sure everyone is on the same page about what’s included (and what’s not).
How to write a scope of work
Below I explain how to write a scope of work. To make it more tangible, I will explain it using a practical example: Starting a blog for a client.
1. Start with clear goals.
The basis of your scope of work is this Why. What is the overall goal? To start a blog I would write something like this:
- “Increase your brand visibility and increase organic traffic by 25% over the next six months by publishing SEO-optimized content weekly that targets relevant industry keywords.”
I want to keep the goal concise but measurable. I avoid vague goals like “improve brand awareness” unless I can directly link them to metrics (e.g. number of visitors, signups, or conversions).
2. Outline the scope of work.
Now it’s time to define the boundaries. This is what’s included – and more importantly, what’s not. This prevents scope creep, which is just a fancy way of saying: avoid work that hasn’t been agreed upon.
For the blog project, I would like to consider content creation, SEO and the structure of the blog. My scope of services could include:
- Conduct keyword research.
- Set up WordPress CMS.
- Write, edit, and publish five cornerstone blog posts.
- SEO optimization for every post, including meta descriptions and alt text.
I don’t include things like ongoing maintenance or content updates as these are not part of the contract. I want to keep the scope narrow and focused.
3. Identify the deliverables.
This is the be-all and end-all of your area of responsibility. What is the specific result of the project? What does “done” look like? Each deliverable should be something you can point to and say, “We did this.”
To start the blog, my results look like this:
- Delivery 1: A fully functional blog site on WordPress
- Delivery 2: SEO optimized content strategy for the next three months
- Performance 3: Five cornerstone blog posts, each 1000-1500 words long
- Performance 4: Set up Google Analytics and Search Console to track traffic and performance
Each deliverable should be clear, concise and measurable. If it is a blog post, it should indicate the expected word count and quality standards (such as SEO optimization, readability scores, etc.).
Make sure your results are specific and measurable. If it’s a blog post, consider word count and quality standards like SEO optimization and readability scores.
4. Define tasks and schedule.
Once you know what will be delivered, break it down into tasks and set deadlines.
For a complex project like starting a blog, I should create a schedule that aligns with my deliverables. Since not everything happens at once, I have to set priorities.
For example, my scope of work could look like this:
- Week 1-2: Finalize the blog design and set up WordPress.
- Week 3-4: Conduct keyword research and develop a content strategy.
- Week 5-6: Write and edit the first two blog posts.
- Week 7-8: SEO optimization, content upload and final launch.
Schedules should be flexible enough to accommodate changes, but also firm enough to keep track. And remember, if there are dependencies – such as the need for keyword research before you can write the posts – make that clear.
5. Set acceptance criteria and payment terms.
This is the quality checking step – what does “good enough” mean for each result? Without this, you risk endless back and forth or, worse, delivering something that didn’t meet the customer’s expectations.
For example, for the blog I can have the following criteria:
- Acceptance criteria for each contribution could be: Flesch readability score of 60+, optimized for focus keywords and checked for brand tone and voice.
- For website setup it could be: Fully responsive web design, loading speed under three seconds and mobile-friendly compatibility.
Also include financial details, including when and how payments will be made. I recommend tying payments to deliverables or milestones to ensure the project moves forward before each installment.
6. Outline the reporting and change management process.
Determine within your scope of work how often and in what format updates will be provided. Perhaps weekly email check-ins or bi-weekly reports summarizing content progress and site performance metrics.
Continuing with my blog example, I could report the following:
- Content creation progress.
- SEO improvements (keyword rankings).
- Traffic growth via Google Analytics.
With any project, unforeseen changes are inevitable. Scope creep occurs when the project evolves without formal adjustments. So prevent this by setting up a change management process.
Think about it: How will this be handled if the customer wants ten blog posts instead of five halfway through?
Pro tip: Set up a formal application system whereby both parties agree on changes before work begins.
Scope of work vs. service description
You’ve probably heard the terms “scope of work” and “statement of work” thrown around as if they were the same thing. But, spoiler alert: they aren’t.
- A Scope of work is a section within the larger statement of work. It’s the nuts and bolts – the tasks, deliverables and minute details that determine what is needed to complete a project. Think of it as the detailed, action-oriented part of the plan.
- The Statement of work is a broader, more formal document that contains everything related to the project, such as: B. Objectives, scope, timelines, payment terms and governance. It serves as a contract or legal agreement between the parties.
Simply put, the statement of work is the master plan and the scope of work is the to-do list that gets you there.
When should you use a scope of work or statement of work?
If you are planning a large project (e.g. construction or software development), the statement of work is the first choice.
You’ll receive a complete contract, including payment terms, deadlines and compliance details – everything you need to keep everyone on the same page and legally protected.
On the other hand, scope of work is used for internal projects where you focus more on getting things done.
It’s perfect for projects like starting a blog or updating a website – basically, situations where you don’t need legal paperwork but still want a solid plan.
Scope of working examples
1. Scope of work for social media management
This social media management scope of work template clearly outlines the scope of the project and breaks down tasks, deliverables, and omitted items – keeping client expectations crystal clear.
The timeline? Realistic and tied to specific tasks, with estimated hours that keep everyone accountable. The Budget section is structured to avoid confusion as each delivery has a price listed.
What I like: This template intelligently contains a list of resources required by the customer, making collaboration easier. Additionally, the conditions for additional work or revisions help keep scope expansion at bay.
2. Scope of work for content writing services
This working document ensures clear and uncomplicated communication. It covers the essentials – salary, start date, key responsibilities and deliverables – so everyone is on the same page from the start.
Keep in mind that the overall tone strikes the right balance between professionalism and hospitality, conveying the company culture and excitement about bringing someone on board.
What I like: This template clearly presents all the information the author needs to know. Bullet points make the document easy to skim so the author can refer back to it again and again.
3. Scope of work for a website redesign
From the beginning, this working document focuses on the mission: to improve the user experience of the website and make it more mobile-friendly.
The tasks are clearly outlined, leaving no room for misinterpretation, while the out-of-scope items ensure that no additional work goes unnoticed.
With a detailed schedule, the client knows exactly when each phase begins and ends, keeping speculation to a minimum. In addition, the straightforward budget and payment terms prevent potential misunderstandings.
What I like: The pieces in this document create a framework that keeps everyone informed and avoids the dreaded scope creep.
Define the scope to prevent scope creep
When you design a scope of work, think of it as a roadmap for your project. It must be clear, detailed and easy to understand.
Be specific about what is covered, from tasks to deliverables, to avoid confusion later. Outline what is not included to prevent scope expansion and ensure timelines and budgets are realistic and upfront.
A solid scope of work meets everyone’s expectations, ensures everything runs smoothly and avoids disruptions along the way. And of course, don’t forget: Before the actual work begins, both parties must review and approve the agreement.