How to keep projects on track and protect your sanity
Being a freelance web designer is a dream gig—until you find yourself buried in “quick changes,” last-minute requests, or dealing with clients who make your job 10x harder than needed. Sound familiar? Then you’ve probably met our old friends: scope creep and difficult clients.
Let’s break down how to handle both like a pro, even if you’re starting out.
What Is Scope Creep?
Scope creep happens when a project slowly expands beyond what was initially agreed upon, without extra pay or more time.
You start with a 5-page brochure site. Then the client asks for a blog, an e-commerce cart, and a membership portal… all “small additions,” of course.
Most of the time, it’s not malicious—it’s just poor planning, vague requirements, or the client not fully understanding what’s involved. But you’ll work twice as hard for the same money if you’re not careful.
Meet the Difficult Clients
They come in all flavours:
- The Indecisive Dreamer: Never quite sure what they want. You’ll hear “I’ll know it when I see it.” Cue endless revisions.
- The Penny-Pincher: Constantly tries to get more for less. Might mention their nephew can do it cheaper in Wix.
- The Micromanager: Wants updates every day and messages you at 10 pm. Exhausting.
- The Ghost: Disappears for weeks, then reappears wanting it all done by tomorrow.
- The Perfectionist: Never satisfied. You nail the brief—they want it redone anyway.
Dealing with them is part of freelancing, but you don’t have to let them run the show.
Stop Scope Creep Before It Starts
The best way to handle scope creep? Prevent it in the first place. Here’s how:
1. Get Clear on What’s Included
Before you start, have a proper conversation with your client. Ask them everything: what they need, who the site is for, what features they want, who’s providing content, and when they need it.
Tip: Use a Client Questionnaire. The Essential Web Designer’s Documents Pack has a great template for this; you can customise it and send it immediately.
2. Write It All Down
Document the scope in a Project Proposal and get it signed. Be specific about the number of pages, features, revision rounds, payment terms, timeline, and what’s not included. Don’t rely on memory or vague emails.
Again, the Essential Docs Pack includes a pre-written Proposal and a Project Acceptance agreement, saving you the stress of figuring this out from scratch.
3. Set Expectations Early
Use your contract or welcome email to outline your working hours, how to reach you, and when payments are due. This will prevent the 10 pm messages and “When will this be done?” emails.
When Scope Creep Happens Anyway…
Even with clear docs, scope creep can sneak in. So, what do you say when a client emails:
“Could we also add an events calendar and booking system?”
Here’s how to respond:
- Stay Calm: It’s normal for clients to ask for more as they get excited.
- Acknowledge and Pause: Say, “Thanks for the idea! Let me check how this affects our timeline and budget.”
- Assess the Request: Is it quick or a whole new project? If it’s big, prepare to quote.
- Use a Change Order: This mini-agreement outlines the new task, cost, and timeline.
Tip: You can draft this using the Proposal template from the Docs Pack or by writing a simple email outlining the changes and getting written approval.
Never start the extra work without approval. If needed, pause the project until they agree—this keeps things moving and prevents misunderstandings later.`
Setting Boundaries with Clients
Clients don’t know your limits unless you show them. Here’s how to hold the line (without being a jerk):
- For late-night messages: “I typically respond during business hours (Mon–Fri, 9–5). I’ll reply tomorrow!”
- For scope changes: “Happy to add that feature—let me send over a quote so we can update the scope.”
- For too many revisions: “We’ve used our two included rounds. Happy to do another at £X/hour.”
Boundaries make you look more professional, not less. You’re running a business, not a 24/7 helpline.
When It’s Time to Walk Away
Sometimes, despite your best efforts, a client or project goes off the rails. Signs it might be time to exit:
- Repeated scope pushing
- Constant boundary-crossing
- Late payments
- You dread hearing from them
Don’t suffer through a nightmare just for the money. You can leave gracefully:
- Check your contract—there should be a clause about early termination.
- Have the conversation (if possible): “I don’t think I’m the right fit to complete this project.”
- Send a termination email or letter. This should confirm what’s been delivered, what’s owed, and when you end the relationship.
The Essential Docs Pack includes a Project Termination Letter template so you’re not stuck figuring out what to say.
Documentation = Your Safety Net
If you take one thing from this post, it’s this:
Document everything.
It’s not about being overly formal but protecting your time, energy, and income.
Here’s what the Essential Web Designer’s Documents Pack can help with:
- Client Questionnaire: Ask the right questions before you start.
- Project Proposal & Acceptance: Define scope, timelines, and get sign-off.
- Onboarding Email: Set expectations and build trust.
- Late Payment Reminder Emails: Follow up like a pro (without sounding pushy).
- Termination Letter: End things cleanly, when needed.
Final Thoughts
Scope creep and demanding clients aren’t going away—but with solid processes, clear communication, and confidence in your value, you’ll easily handle them.
And when you’ve got templates like those in the Essential Web Designer’s Documents Pack, you won’t just look professional—you’ll feel it too.
You’ve got this.
