Getting Your Scope of Work Right — the Complete Guide [+ Templates & Examples]
As a freelance writer, I’m always receiving and reviewing scope of work documents. These digital documents help me maintain clarity, so I know who’s responsible for what and when tasks are due.
Many projects derail because expectations aren’t clearly set from the start.
Deadlines get missed, budgets spiral out of control, and no one seems to know the next step. The good news? A well-crafted 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 project management document that ensures the client and team are fully aligned on all project details — tasks, timelines, deliverables, and expectations. It covers the essential questions:
- Who is responsible for what?
- When is it happening?
- Where is it happening?
- How will everything be executed?
Consequently, everyone is on the same page, ensuring smooth progress without confusion or miscommunication. It acts like a project roadmap, detailing all the critical elements, so everyone stays on track.
What does a scope of work include?
When I start working with a new client, I always dive deep into their scope of work documents. This helps me understand what they’re looking for and how we can create a long-standing partnership.
From my experience, here are the most important parts of a scope of work.
1. Project Scope Statement and Objectives
The project overview explains why the project is being undertaken.
It clears up what you’re hoping to achieve and tackles the business problem you’re aiming to solve. Having crystal-clear objectives helps everyone stay on the same page and avoids misunderstandings.
Ideally, anyone reading this section — even if they’re not directly involved in the project — should be able to get what the project is about and what success looks like.
2. Scope of Work
Here’s where you give a big-picture look at the work that needs to get done, but without getting too detailed just yet — things stay at a higher level.
For example, in a company blog launch project, the scope may include tasks like “designing a blog layout” or “writing and editing blog posts.”
It can also outline technical specifications, such as the CMS to be used, ensuring there’s no confusion down the line and everyone knows the general plan.
3. Project Timeline and Milestones
The project timeline outlines specific start and end dates for each phase, while milestones mark those all-important checkpoints. Hitting these milestones keeps things on track and ensures key deliveries happen as planned.
Plus, they offer moments to reassess and pivot if needed.
Even in agile projects where things are more fluid, a timeline gives everyone an idea of how long tasks and phases are likely to take. As a writer, I love scopes of work that have due dates for first drafts, second drafts, and final drafts.
4. Project Deliverables
Deliverables are your “here’s what you’ll get” list. Whether it’s physical products, software components, or services, this section spells out exactly what will be handed over at the end.
This section is key to avoiding scope creep and making sure everyone’s on the same page about what’s coming. When deliverables are crystal clear, there’s no room for confusion later.
5. Reporting Requirements
No one likes being in the dark. That’s why this section is all about keeping every stakeholder in the loop. It breaks down how often status updates will happen and in what form — whether through reports, presentations, or meetings.
Regular check-ins make sure everyone stays aligned and issues are caught early, so they don’t become bigger problems down the road.
6. Estimated Costs
As the name suggests, this part of the scope of work outlines the costs associated with the project. It details how and when payments will be made, whether through milestones, deliverables, or a fixed schedule.
I appreciate when scopes of work spell out the payment method — think wire transfer or ACH — and the conditions that trigger payments.
This keeps the financial side of things crystal clear and helps avoid any awkward misunderstandings later.
7. Approval and Sign-Off
This is where you nail down the details. Who’s responsible for signing off on what?
This section ensures a clear process for approvals and might also include things like security requirements or legal terms.
And when you’re ready to wrap it all up, the sign-off guarantees everyone agrees on what’s being delivered, so there are no surprises at the finish line.
Free Scope of Work Template
Skip the hassle and grab HubSpot’s free scope of work template. Available in Microsoft Word, PDF, and Google Docs formats, it’s ready to be customized in minutes.
This template covers everything: project scope, deliverables, exclusions, milestones with deadlines, and stakeholders. It’s built to make sure everyone’s on the same page about what’s included (and what’s not).
How to Write a Scope of Work
Below, I’ll break down how to write a scope of work. To make things tangible, I’ll ground it in a practical example: starting a blog for a client.
1. Start with clear objectives.
The foundation of your scope of work is the why. What’s the big-picture goal? For a blog launch, I would write something like:
- “Increase brand visibility and drive organic traffic by 25% in the next six months by publishing weekly SEO-optimized content to target relevant keywords for the industry.”
I want to keep the objective concise but measurable. I avoid vague goals like “improve brand awareness” unless I can directly tie them to metrics (e.g., number of visitors, sign-ups, or conversions).
2. Outline the scope of work.
Now, it’s time to define the boundaries. That’s what’s included — and more importantly, what’s not. This prevents scope creep, which is just a fancy way of saying: avoid doing work that wasn’t agreed upon.
For the blog project, I want to feature content creation, SEO, and setting up the blog. My scope might include:
- Conduct keyword research.
- Set up WordPress CMS.
- Write, edit, and publish five cornerstone blog posts.
- SEO optimization for each post, including meta descriptions and alt text.
I don’t include things like ongoing maintenance or content updates because that’s not part of the deal. I want to keep the scope tight and focused.
3. Identify deliverables.
This is the meat and potatoes of your scope of work. What’s the tangible outcome of the project? What does “done” look like? Each deliverable should be something you can point to and say, “Here’s what we completed.”
For the blog launch, my deliverables look like this:
- Deliverable 1: A fully functional blog site on WordPress
- Deliverable 2: SEO-optimized content strategy for the next three months
- Deliverable 3: Five cornerstone blog posts, each 1000-1500 words long
- Deliverable 4: Google Analytics and Search Console setup for tracking traffic and performance
Each deliverable should be clear, concise, and measurable. If it’s a blog post, it should state the expected word count and quality standards (like SEO optimization, readability scores, etc.).
Make sure your deliverables are specific and measurable. If it’s a blog post, include word count and quality standards like SEO optimization and readability scores.
4. Define tasks and timeline.
Once you know what’s being delivered, break it down into tasks and set deadlines.
For a complex project like launching a blog, I should create a timeline that aligns with my deliverables. Not everything happens at once, so I need to prioritize.
For example, my scope of work may look at this:
- Week 1-2: Finalize 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.
Timelines should be flexible enough to accommodate changes but firm enough to keep things on track. And remember, if there are dependencies — like needing the keyword research before you can write the posts — make that clear.
5. Set acceptance criteria and payment terms.
This is the quality check step — what does “good enough” mean for each deliverable? Without this, you risk endless back-and-forth or, worse, delivering something that wasn’t what the client expected.
For example, for the blog, I can have the following criteria:
- Acceptance criteria for each post might be: Flesch reading ease score of 60+, optimized for focus keywords, and reviewed for brand tone and voice.
- For the website setup, it could be: Fully responsive web design, loading speed under three seconds, and mobile-friendly compatibility.
Additionally, specify the financial details, including when and how payments happen. I recommend tying payments to deliverables or milestones to ensure the project is moving forward before each installment.
6. Outline the reporting and change management process.
In your scope of work, specify how often updates will be provided and in what format. Maybe weekly check-ins over email or bi-weekly reports summarizing content progress and site performance metrics.
Continuing with my blog example, I might report:
- Content creation progress.
- SEO improvements (keyword rankings).
- Traffic growth via Google Analytics.
In any project, unforeseen changes are inevitable. Scope creep happens when the project evolves without formal adjustments, so preempt that by establishing a change management process.
Think: If the client wants ten blog posts instead of five halfway through, how will that be handled?
Pro tip: Set up a formal request system where both parties agree on changes before the work starts.
Scope of Work vs. Statement of Work
You’ve probably heard the terms scope of work and Statement of Work tossed around like they’re the same thing. But, spoiler alert: they’re not.
- A scope of work is a section within the larger Statement of Work. It’s the nuts and bolts—the tasks, deliverables, and nitty-gritty details that map out what’s 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 includes everything related to the project, such as objectives, scope, timelines, payment terms, and governance. It serves as the contract or legal agreement between 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 vs. a statement of work?
If you’re pulling together a large project (think: construction or software development), the statement of work is your go-to.
It gives you a full contract, including payment terms, deadlines, and compliance details — everything you need to keep everyone on the same page and legally covered.
On the other hand, the scope of work is used for internal projects where you’re more focused on getting things done.
It’s perfect for projects like launching a blog or updating a website — basically, situations where you don’t need to involve legal paperwork but still want a solid plan.
Scope of Work Examples
1. Scope of Work for Social Media Management
This social media management scope of work template clearly lays out the project’s scope, breaking down tasks, deliverables, and what’s not included — 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 any mix-ups, with each deliverable priced out.
What I like: This template smartly includes a list of resources needed from the client, making collaboration smoother. Plus, the terms for extra work or revisions help keep scope creep at bay.
2. Scope of Work for Content Writing Services
This scope of work document nails clear and straightforward communication. It covers the essentials—salary, start date, key responsibilities, and deliverables—so everyone’s on the same page from the start.
Notice how the overall tone strikes the right balance between professional and welcoming, showing off the company’s culture and excitement about bringing someone new on board.
What I like: This template clearly lays out all the information the writer needs to know. Bullets make the document easy-to-skim, so the writer can return to it again and again.
3. Scope of Work for a Website Redesign
Right from the start, this scope of work document zeroes in on the mission: Enhancing the website’s user experience and making it more mobile-friendly.
The tasks are clearly outlined, leaving no wiggle room for misinterpretation, while the out-of-scope items ensure no extra work slips in unnoticed.
With a detailed timeline, the client knows exactly when each phase will kick off and wrap up, minimizing any guesswork. Plus, the straightforward budget and payment terms cut through potential misunderstandings.
What I like: The pieces in this document create a framework that keeps everyone on track and avoids the dreaded scope creep.
Define the Scope to Prevent Scope Creep
When drafting a scope of work, think of it as your project’s roadmap. It needs to be clear, detailed, and easy to follow.
Be specific about what’s covered, from tasks to deliverables, so there’s no confusion later. Outline what’s not included to prevent scope creep, and make sure timelines and budgets are realistic and upfront.
A solid scope of work aligns everyone’s expectations and keeps things running smoothly, avoiding hiccups along the way. And, of course, don’t forget: Both parties need to review and sign off before the actual work begins.
