Statement of work template: the formal outline for a project

A statement of work, often shortened to SOW, is the formal document that sets out the work, deliverables, schedule, payment and acceptance for a project. It is usually longer and more binding in tone than a scope of work. Copy the outline, replace each [BRACKETED] item and attach it to your agreement.

How an SOW differs from a scope of work

Difference in one line A scope of work lists what is in and out. A statement of work includes that scope and adds the commercial and procedural parts: timeline, payment, acceptance and who does what.
1. Parties and purpose This statement of work is between [YOUR NAME] and [CLIENT NAME], dated [DATE], and refers to [AGREEMENT NAME OR NUMBER, IF ANY].
2. Background and objectives Two or three sentences: [CURRENT SITUATION] and the result the project must achieve: [OBJECTIVE].
3. Scope Work included: [TASK 1], [TASK 2]. Work not included: [EXCLUSIONS]. For a fuller list, use the scope of work template.
4. Deliverables and acceptance criteria [DELIVERABLE], format [FORMAT], accepted when [MEASURABLE CRITERION]. The client has [NUMBER] working days to accept or send comments.
5. Timeline and milestones [MILESTONE] on [DATE]. Dates depend on the client inputs listed in section 7.
6. Fees and invoicing Total [FEE]. Invoices: [AMOUNT] on [MILESTONE]. Payment due in [NUMBER] days.
7. Responsibilities and assumptions Provider: [TASKS]. Client: [TASKS AND DEADLINES]. Assumptions: [LIST].
8. Change control Changes are requested in writing, priced and agreed before work begins.
9. Sign-off Name, role and date for [CLIENT APPROVER] and for you. An email confirmation is enough if both sides agree to that.

Worked example (invented, for illustration)

Lena, a freelance developer, writes an SOW for a fictional dental clinic that wants an appointment-request page. Objective: patients can send a request without phoning. Deliverables: one page, tested on two browsers, accepted when a test request reaches the clinic's inbox.

Milestones: layout on 5 March, working page on 19 March, handover on 26 March. Fee: 1,200 in two invoices. The clinic names one approver and replies within three working days.

Anything beyond the one page, such as a patient login, goes through change control.

Common mistakes and a checklist

Acceptance criteria that cannot be measured.
Skipping client responsibilities, so delays have no owner.
Dates without the inputs they depend on.
Treating the SOW as a contract when it only supports one.
Copying a long enterprise form for a small job.
Leaving a section out because it was awkward to write.

For a larger or riskier project, have your agreement prepared for your own situation and let this document sit under it. Keep the statement short enough that the client will really read it: if a section only repeats another one, merge them. Send it before work starts, ask for the written confirmation named in the sign-off section, and file the confirmed copy with your project records.

Proposal decks by profession

If you would rather start from a finished 12-slide deck written for your trade, see these:

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Template only, not legal, tax or professional advice.

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