WebMaak Project Scope & Change Request Policy
(Updated November 2025)
1. Purpose
This policy outlines how WebMaak Creative LLP ("WebMaak") defines, manages, and controls project scope across all service categories including IT, Design, Editing, Media, Motion Graphics, and 3D projects. It ensures clarity, accountability, and mutual understanding between WebMaak and the client regarding what is and isn't included in a project.
2. Definition of Scope
Project Scope refers to the complete set of features, deliverables, creative elements, functionalities, and objectives agreed upon in the approved proposal, quotation, or SRS (Software Requirements Specification) document. The approved scope document serves as the final and binding reference for execution. Any work not explicitly mentioned or defined in the approved scope will be considered out of scope and subject to a separate quotation and delivery schedule.
3. Change Requests
A. For IT & Design Projects
A Change Request (CR) refers to any client-initiated modification after approval of the project's SRS, prototype, or finalized design, including:
- Adding or modifying features, screens, or modules.
- Redesigning user interfaces or layouts beyond approved mockups.
- Introducing new third-party integrations, APIs, or payment gateways.
- Restructuring workflows, content layouts, or data handling processes.
- Requests for changes after approval of a particular design or functionality stage.
B. For Media, Editing, Motion Graphics & 3D Projects
A Change Request (CR) refers to any client-initiated modification after approval of the project's SRS, prototype, or finalized design, including:
- Adding or modifying features, screens, or modules.
- Redesigning user interfaces or layouts beyond approved mockups.
- Introducing new third-party integrations, APIs, or payment gateways.
- Restructuring workflows, content layouts, or data handling processes.
- Requests for changes after approval of a particular design or functionality stage.
Process for All Change Requests
All Change Requests must be submitted in writing (via email or official message) for proper documentation and tracking.
Upon receiving a CR, WebMaak will:
- Review the requested change
- Evaluate its impact on cost, timeline, and resources
- Provide a separate quotation and revised delivery schedule for client approval Work on any new or changed scope beginsonly after the client formally approves the updated cost and timeline.
4. Scope Creep & Unauthorized Additions
Scope Creep refers to the gradual, unapproved expansion of project scope due to repeated small requests or informal changes outside the agreed deliverables. To maintain quality and deadlines, WebMaak strictly avoids scope creep. Any unapproved additions will not be executed until a proper Change Request approval is received.
If repeated out-of-scope requests disrupt workflow, WebMaak reserves the right to pause work under the Work Suspension Policy until clarification is achieved.
5. Design, Editing & Revision Boundaries
Each project includes a predefined number of revision rounds clearly mentioned in the proposal or quotation. Any additional revisions beyond this limit will be chargeable, as they involve extra time for creative, editing, and review processes.
Once a design, editing stage, or content deliverable has been approved, further modifications to that stage will be treated as new scope items and quoted separately. For motion graphics, video, or 3D projects, once the fine-cut or master version is approved, any new alterations will require a Change Request.
6. Timeline Adjustments
Any approved Change Request will result in a revised project timeline, depending on its complexity and impact.
Timelines mentioned in the original agreement apply only to the initially approved scope.
Delays caused by client-side inputs or late approvals are not the responsibility of WebMaak and will proportionally extend the overall delivery schedule.
7. Cost Adjustments
Any additional work or scope changes may incur extra charges based on time, complexity, and production effort.
All cost changes are communicated and approved before the work begins to ensure full transparency.
No new or modified work is executed without the client's written approval of the revised cost and timeline.
8. Client Responsibilities
To ensure smooth progress and avoid misunderstandings, the client must:
- Provide timely feedback, approvals, and all required assets (text, visuals, footage, logos, references, etc.)
- Carefully review all scope documents, drafts, and deliverables before approval, as further changes afterward may be treated as new work
- Avoid making unplanned requests outside the approved scope without initiating a formal Change Request
- Understand that delays caused by missing inputs or late responses may extend timelines and affect delivery schedules.
9. Relationship with Payment Policy
All payments correspond only to the deliverables defined within the approved project scope. Any new tasks or changes arising from client requests will require additional payment, in accordance with the WebMaak Payment Terms & Conditions. The Stop-Work Clause applies if scope-related changes cause project delays or payment conflicts without proper approval.
10. Agreement & Enforcement
By engaging WebMaak's services, the client acknowledges and agrees to follow this Project Scope & Change Request Policy.
This ensures every project remains structured, transparent, and efficiently executed within the approved parameters.
For any additional queries, please contact +91 62899 72924 or hello@webmaak.com.