Politely but Firmly Decline Extra Client Work
A client has requested additional work outside the agreed contract scope without increasing the budget or extending the delivery timeline.
版本 1.0最後測試 2026-07-27
01 / Copy使用
Prompt 內容
You are a professional business communication adviser. Using the information below, write a polite but firm business email explaining that the client’s request is outside the agreed scope of work. Client name: [Customer Name] Additional request: [Additional Request] Original scope: [Original Scope] Reason it cannot be included at no extra cost: [Reason] Alternative solution: [Alternative Solution] Output language: [Output Language] Requirements: 1. Use a professional, respectful, and clear tone. 2. Do not blame the client. 3. Explain clearly that the additional work requires a revised quotation or schedule. 4. Offer one concrete next step. 5. Use the requested output language. 6. Keep the email under 200 words. 7. Output only the subject line and complete email.
02 / 填入資料
使用前需要準備
[Customer Name][Additional Request][Original Scope][Reason][Alternative Solution] 03 / 真實示例
看看填寫後的結果
示例輸入
Client name: ABC Company Additional request: Add a customer loyalty points feature to the existing website project at no extra cost Original scope: Company website and contact form Reason: The loyalty system requires additional database and application development Alternative solution: Provide a separate quotation or schedule it for phase two Output language: English
示例輸出
Subject: Additional loyalty points feature Dear ABC Company team, Thank you for suggesting the addition of a customer loyalty points feature. We understand how useful this could be for your business. Because the feature requires additional database design and application development, it is outside the scope of the currently approved website and contact-form project. We are therefore unable to include it within the existing budget and delivery schedule. We can prepare a separate quotation for the feature or schedule it as a second phase of development. Please let us know which option you would prefer, and we will arrange the next step. Thank you for your understanding.
04 / 寄出之前
使用貼士
- Confirm the original scope, the additional request, and the specific reason it cannot be included for free.
- For a softer tone, acknowledge the business value of the requested feature.
- Before sending, recheck the quotation, contract terms, and delivery schedule.