A scope of work SOW is a commonly used document by many project focused companies including construction companies, oil and gas companies, mining companies, IT companies, consultants and more. For our purposes today, we are going to be looking at a simple scope of work example for construction and industrial companies. These industries work on a project basis with multiple parties - clients, contractors, subcontractors and more - to define the scope of which which will enable them to deliver a project or asset.
A scope of work is a broad and relatively ambiguous term which can mean a number of things, but at its core, a scope of work is a document which outlines and describes the work and 'scope' of work to be performed under a contract.
A scope of work is often issued by a client, consultant or contractor as part of the tendering process as a 'proposal' of sorts, which companies can then use to decide whether or not to engage in the project. In essence, a scope of work is simply an agreement between two or more parties on the work you're going to perform on the project.Statement of Work ( SoW )
Without scope of works and statement of works, it would be unclear as to what was required and expected of project parties before and while they make million and billion dollar decisions about how to best move forward. Once the scope of works has been agreed to and signed off, it is often revised for accuracy to take into account new developments, external factors and discrepancies.
Scope of works are important documents, and they need to be treated accordingly. A scope of work should be a formal document which you and your company take seriously and prepare thoroughly. The best way to write a scope of work is to create a standardised scope of work framework which you can use and learn from on all of your projects, and improve it over time. At first, you can take advantage of a scope of work templateand then make sure to adapt and customise that framework and example to suit your needs - and improve it over time.
The best practices for preparing a scope of work is similar to almost every form or document type in the industries: be specific, use visuals and proof, and get signatures and important record keeping information right. Not being specific about project descriptions, milestones and particularly timelines and budgets can cause a lot of confusion and miscommunication, and ultimately result in disputes, issues and potential litigation further down the line.
Not providing visuals and proof in the form of photos, drawings, PDFs also leaves room for interpretation, which can increase the likelihood of the same types of issues. And not getting signoffs from all parties is an accident and issue just waiting to happen; it's critical for your own records and your own solvency that you cover your back by getting all of the necessary approvals formally agreed to in writing.
You can see the common thread here. The most important part of your SOW is to make everything as explicit as possible at the time of writing. How you write a scope of work in terms of the medium you choose is up to you. Some companies and projects use PDFs and word docs, while other companies have digitised the process using document and commercial management software.
The method you choose should enable you to complete, store and manage your scope of work documents easily, so that they can be revised, sent around and quickly found in the event of an issue arising.
Below you will find a scope of work example which was used for an infrastructure project and issued by the client to a contractor. This simple scope of work example comes pre-built with form fields which are tried and trusted across thousands of scope of work documents, and frameworks like this can be easily customised and adapted for your specific wants and needs.It is not an easy task outlining a scope of work SOW as there are many variables that influence a project, many deliverables to carry out, and many projected expectations to accomplish.
A project manager is ideally situated to draft out the SOW statement, and hence the art of writing one for a project is one of the essential skills project managers should master.
Every project manager should know how to write a scope of work for a project. Since it is the main official document that initiates the start of the project and guides it along its different phases, it should outline features such as deliverables, resources, projections, manpower, cost and schedule. Mixing and matching all these factors in their right proportions can be a task and hence it should be done in a sequenced, orderly and precisely clear manner.
Below are common components of a SOW:. Objectives : What are the objectives of the project? Why is a project initiated in the first place? Is it some new, innovative idea that might grab the market and be a total profit for the organization?
Does it have some potential financial gain? Is it a collaborative idea of many stakeholders for some common goal? Answers to these questions highlight the reason for launching the project and defining the end results.
As in the above image, the scope of work highlights the construction of a Mall to accommodate 20 stores of 20, square feet each. The objective or goal of the project is clear. It states exactly what it wants to achieve. Deliverables: Deliverables are defined as the results that have to be accomplished as a result of work packages, or at the end of each phase, or the end of the project.
Again, as in the above image as an example, each store resulting in being 20, square feet is a deliverable to be accomplished. Perhaps after each phase, either the flooring has to be a certain result, or the tiling has to be a certain percent complete. All these criteria are clearly defined with inclusions and exclusions as limits. Each criteria are further supported by independent documents such as an IRR-project feasibility report for example.
Work that has to be done is hence decomposed into many clear, precise and doable packages known as a work package and collectively forming the work breakdown structure. Every form of work that has to be done is included in the WBS which is an extension of the scope of work. Anything not part of the WBS is outside the scope of the project.
Everything that is mentioned as part of the project is termed as an inclusion. It may be categorized into different categories and subcategories. Exclusions : Anything that is not mentioned in the scope statement is outside the scope of the project and should not be done. However, there are certain clauses or conditions that may be mentioned in the project for things that should not be done. These clauses are termed as exclusions. For example, as in the attached image, a clause may be mentioned that no work is to be done during rainy weather.
Another case may be in compliance with human resource management strategies that when a certain number of workers are employed, irrespective of the delay of the project against schedule, no additional workers may be employed beyond this number. When all these factors are assembled together a scope statement is produced. Once all these factors are clearly understood and translated into writing, the project can proceed to the next step.
Image credit:.Increment letter is mainly provided in the beginning of the financial year or quarterly while achieving the targets as per the company policy. This letter is given to an employee when he is performing good and meeting his targets on time.
When a Increment letter is issued to an employee he is given a hike in his salary and if an employee is working in an organization and he is not given any hike in his salary from a long time then he can write a letter to his human resources department requesting for an increment and expressing his needs and efforts he is being putting in his service from the time he is working in the organization. An employee is given an increment after observing his recent performance, hard work and punctuality towards his work.
Things which need to be taken care of while writing an increment letter is to be polite and keep things clear and do not complainthe language and format should be in a way that you are requesting for an increament. The complete detail of your revised salary is highlighted in Annexure "A" of this letter.
We would like to take this opportunity to express our appreciation of your contribution to the organization and hope that you will continue to strive for better results. We hope you will shoulder your new responsibility with full dedication and sincerity.
With best wishes. Authorized Signatory. Company's Letterhead. Employee Name.
Employee Code: Dear Candidate Name. We are pleased to inform you that keeping in view of your good performance at your work place and role, the Management has taken a decision to give you a salary increment.
Consequently, your compensation has been revised and the new enhanced compensation will be effective from 1 st April Please note that your annual CTC w. April 01, will be Rs. You can approach HR Department for detailed salary break-up and tax changes. Further, you will also be eligible for the other benefits as per your grade of employees. We are sure that this will motivate you and you will strive to continuously improvement in your performance in future also.
Yours faithfully. For Company Name. Name of the Manager.Thanks for your input during last Thursday's unit meeting. As your overtime hours have increased, we too have come to realize the unreasonable scope of your present job description. After adding six typesetting projects a month to your regular editing workload, we have decided to hire an assistant unit manager to relieve you of several administrative tasks.
While this assistant will alleviate much of your burden, we still plan to increase the number of monthly typesetting projects in your unit from 12 to This increase, however, will occur only incrementally, and additional personnel will be assigned to your unit to help handle the load. Specifically, we plan to transfer two editors from Eric Doe's unit to yours.
You will be responsible for training them as part-time typesetters over the next three months. If you can have them up to speed by May, we will then begin expanding to eighteen projects a month. We will need your continued feedback during this transition phase and expect to consult with you frequently.
Above all, we are eager to see your daily workload confined to a manageable number of hours. With an assistant, this should begin to happen immediately. Now that we have established ourselves domestically, we need a person to oversee our international sales. Your ability to organize and oversee large sales efforts make you the obvious choice to take on this responsibility. You have our approval to delegate some of your present duties to John Doe while you get oriented to this new initiative.
We will hold several planning meetings during May. After June 1, you will work full-time on international sales and John will take over the rest of your local responsibilities. Our first meeting will be Monday at a. I know of your interest in international sales, so this should be a rewarding assignment. If you have questions before our Monday meeting, please call.
After lengthy discussion on the matter with Mr.
Commercial – Simple scope of work example
Doe, I have decided to add the words "circulation manager" to your job title. It seems fitting that you be formally assigned to this task, as you have been handling most of these duties anyway. Your volume of work should remain stable, because we are bringing Jane into your department to assist you.Sample letter to contractor for informing about slow progress work and deadline of the project.
Sample warning letter to contractor for slow progress on the site and warn the contractor to speed up the work due to deadline. Strong letter for slow progress of work.
It is regretted to inform you that the Progress of work against ongoing NGN project is too slow which is affecting the overall progress of whole project and we are losing our targets. If this practice continues, we will not be able to start our new project which is going to start right after the end of this project.
It is again mentioned for your kind information that end date of this project is December and we have to complete all exchanged before this period. This is to brought in to your kind attention that the due date of the project completion which is 30, June, is arriving very swiftly. It is noted with great observance that there are still a huge work is pending with some of the left over works too.
It is also been noted that you are not working with the adequate sources from some time. It is therefore the need of the hour that you may increase your man power or resources to complete the pending work in time. So it is highly recommended and advised that you should sort the mentioned issues as soon as possible to boost up the speed of the work in accordance with the Contract Agreement between us.
A quick action in this regard is required from your side. Hope you will be fine and enjoying good health these days. Me, Ali Haider have been a nominated councilor of Valencia Town, have been observing a very serious scenario in my area.
As far as the completion of work is concerned, it has been passed 4 months but the work in still in process. Through this letter, I want to put your attention to please arrange to complete the work with efficient performance. You were unable to fulfill the terms of agreement. You have finally 2 more weeks to complete the work, else your outstanding can be hold.
I am writing to complain of the extremely slow progress of road construction on the Highway. I use this highway to get to and from work every day. For the past few months, it has been under construction but usually the equipment is sitting idle.
It is a major inconvenience for all of us who use the Highway on a daily basis. Your email address will not be published. Notify me of follow-up comments by email.Promise we'll only send you the good stuff.
In December, we published a post called 5 Email Templates for Client Relationsand it was rather popular. So here we are, back with five more email template examples to help you smooth over that awkward situations. This is one of the more annoying situations.
Now, they want MORE changes. What do you say? Just to let you know, these new amendments actually require us to draw up a new contract, which will take us a few days to finalise. The price will also change. We would hate for your project to run behind schedule because it was caught up in the contract stage! There comes a time when every agency director opens the books and realises it is time the shop had a payrise. The new rate reflects our increased experience, quality service and reputation within the industry.
Rates increases are an unavoidable part of doing business, and we hope we can continue to serve your company long into the future. Thanks for your inquiry in regards to your website redesign. This looks like a fantastic project and a great fit for our agency. Thank you for thinking of Big Awesome Agency, and we wish you the best of luck with your endeavours!
Asking for testimonials makes my palms sweat every time I have to do it. You want awesome testimonials from your most loyal clients, but asking for those testimonials can be worse than having teeth pulled. Thank you for working with us recently on your Christmas campaign.
9 Steps to Write a Scope of Work (SOW) for Any Project and Industry
We really enjoyed the creative challenges in this particular project! We wondered if you would be happy for this project to be featured on our site and, if so, could you provide us with a few words to accompany it. You could either provide a short testimonial paragraph describing the experience of working with us, and what results we achieved, or you could simply write a few sentences answering the questions below:.
Please let us know if you have any questions.I spoke to my client on the phone yesterday. How have people dealt with this in the past? Do you have an agreement with your client with the details of the work that will be completed for the work you created?
If so, then you need to point out that the new features he wants are additional work and will be need to be added to the quote. Give him a quote for the new work and ask if he would like you to proceed. If they push back on the fact that it will cost more money, simply point to your original agreement.
I think the client should always be able to see a breakdown of the cost by task. Honestly, I was surprised to see your reply that you do have an Agreement set up which outlines the cost and what is included.
So you are already way ahead of the game here. When it comes to talking about extra work, the main thing is to discuss it with them and not sound apologetic about it.
I just actually had a client try to add extra work onto a project and I told them the same thing. They might WANT you to do it as part of the same deal, but business is business and time is money. It may be uncomfortable, but after a while it becomes more natural and you will be more comfortable discussing it with a client. And I assure you, it will happen again and again. Raise the project cost slightly? Quite a lot, surely? I think you may be worrying unnecessarily.
He will be expecting you to say exactly what previous posters have suggested, i. Everyone knows the score - you have to pay for what you want.
I mean your intonation, stress and tone of voice too! It sounds so weak and feeble. Think of Barack Obama - he could read out the instructions on a can of beans and make it sound like a matter of grave national importance.
Politely letting client know that extra work costs more Business. SJH August 30,am 1. Hi everyone, I spoke to my client on the phone yesterday.
How to Write a Scope of Work – A Practical Guide
Hartmann September 1,pm 2. SJH August 30,pm 3. LiquidReflex August 30,pm 5. Unit September 1,pm 6. Mittineague archived October 5,am 9.