How to write a scope of work (SoW) [+ 3 templates]

A scope of work document can help you avoid guesswork and miscommunication within a project and keep it on track when collaborating with external clients.

Today’s businesses collaborate with multiple stakeholders before completing a project. For such collaborations, companies need specialized documentation. This allows you to refer to it later if the external parties you work with do not deliver the project deliverables according to the agreed specifications.

One such business document is the Scope of Work. You’ll need this whenever you take on a project from someone else or collaborate with a third party.

Read on to learn how to write a scope of work document in clear, easy-to-understand language. Also explore online resources that offer different types of work scope templates and form-based builders.

introduction

A scope of work, also known as an SoW document, is a document that contains detailed information about the fundamentals of a project. Many also think of it as a written contract between themselves and other stakeholders in the project, such as agents, service providers, and subcontractors.

This document typically describes how each task or phase of the project will be completed, the deliverables, expected results, payment schedule, and process. It allows freelancers and teams to clearly and concisely state what stakeholders can expect from a project.

This serves as a go-to option for all parties in case there is any misunderstanding. From there, everyone knows what they need to do to make the project work for both parties. SoW documentation is also a great way to communicate effectively. If this is lacking, the project and the client-stakeholder relationship can fail.

Required components

Depending on the type of project and industry, the documentation will vary. However, these are common elements that should be included in almost any SoW to ensure transparency.

Important information

All SoW documents should include basic project details so that the reader can quickly understand what the project is about. Include the project name, author name, client name, date, and other important information.

Project purpose

It’s always helpful to add a short description of your project to your SoW. Be sure to include a concise background of the project, purpose, problem statement, and stakeholders.

List of product/service descriptions

Now, let’s talk about the most important part of this document – the goods and services that will be provided or performed within the framework of the project.

We recommend breaking your deliverables into smaller chunks and listing them as tasks and subtasks. Whether it’s a freelance project or a team project, chart tasks with expected completion dates and communicate to people.

Project deliverables

Although not necessary in every SoW document, it is helpful to mention what the client will get after the project is finished. Therefore, they will know what to expect from you and your team.

project time

Time plays an important role in all projects. Therefore, the completion time must be included. Mention when the work will start and when it will be completed. Also, don’t forget to mention any milestones or achievements you’d like to achieve along the way.

Out of range list

Another optional component of your SoW document takes your SoW document to the next level. In this section, include anything you don’t want to include in the project, but your client might expect you to do. This will help clarify things and avoid misunderstandings.

change protocol

If you create an SoW before starting a project, you may later need to change the scope of the project referred to in this document. For this reason, we need to add a protocol that allows us to make changes.

Payment terms

All paid projects must include a section that describes the project’s expenses and payment methods. If your project requires investing money in goods, labor, infrastructure, or other overhead costs, include them in this section. Also include payment schedules, milestone payments, and other details in the SoW document.

terms of service

This section should include all terms and conditions for your project. This is also where you can explain terminology used in SoW or terms that were not previously clarified.

consent

Finally, add this section that turns this into a legally enforceable contract. This includes the client’s signature and provides space for other parties’ signatures.

Usage example

The project commission agreement between the client and the outsourcing party should be done through an SoW document. Here’s a real-world example of the scope of a Word document and its template.

#1.Architecture of construction work

Building work for businesses and private buildings involves a lot of money, risk and time investment, so you should use the standard SoW document used by most construction companies.

The template below is a standardized SoW document that includes all important components such as project definition, client and project information, architect selection process, project timeline, approval requirements, and general objectives.

Download: Free architectural work template MS Word/Google Docs

#2. Interior and exterior renovation

Various interior decoration agencies and contractors use this SoW document to enter into renovation contracts for personal or corporate projects. If you are new to this field and do not know how to create a template, you can use one.

The following SoW document template was created according to the needs of a US general contractor for the renovation of commercial or residential buildings. This includes all content that is “in scope” for the renovation work. However, you can add more or remove some depending on the project you are working on.

Download: Renovation work template (free) MS Word/Google Docs

#3.Residential and commercial landscaping projects

Landscaping projects involve a lot of water work as well as a display of professional skills. The SoW document is your chance to showcase your creativity and design taste and earn extra points that are sure to get the outsourcer to hire your agency.

This landscaping work SoW template consists of image blocks where you can place your brand logo, brand color palette, icons, and example work. There are additional blank pages that you can use to write additional content. You can change the example landscaping images for each page.

Download: Free Landscaping SoW Template MS Word/Google Docs

#4.Social media marketing

You can make money by helping companies with their social media advertising and marketing campaigns. Various freelancers and digital marketing agencies are working on this. If you are also in this field, SoW documentation will be useful in the long run.

Below is an organized, crisp and professional social media marketing SoW template that can be used commercially by agencies and freelancers. It includes essential SoW document components such as client details, project description, campaign details, key deliverables, and campaign table.

Download: Free Social Media Marketing SoW Template MS Word/Google Docs

#5.Government contract

SoW documents are very necessary for contract work you may receive from federal, state, local, and county sources. We also find that government contract scope documents are the most sophisticated in content and scope.

Here is an example SoW template for a government contract project. You can add your agency logo and other SoW content such as organization name, project name, author details, project background and purpose, project description, timetable/schedule, and vendor cost proposal.

Depending on the government contract project you are interested in, you may need to add or exclude content. Please review the project requirements for the SoW document format before submitting your final draft.

Download: Free Government Contract SoW Template MS Word/Google Docs

Things to do to write a SOW document ✔

• Include clear details about the job, payment, resources, deadlines, milestones, etc.
• Add visual elements such as photos, graphs, charts, and tables of the expected end product or service.
• If your document contains business jargon, make sure you and your signatories define them before commissioning the project.
• For long-term projects with many complex deliverables that are time-sensitive, include a schedule for monthly or quarterly SoW reviews .
• This document should also include a definition of project success . Once the project is complete, the client can easily review their definition of success and there is no room for unnecessary reviews or rework.
• Keep your SoW clear, concise, and concise. Avoid using unnecessary fillers to make your document longer.
• You will need to collaborate with external and internal stakeholders to draft the document. For example, internal stakeholders can be your project team, and external stakeholders can be your clients and third-party vendors.
• We also refer to closely related services that are not incidental to the project, such as hosting after website development, or app publishing after app development, unless the client pays for the services.

Now let’s move on to the don’ts of creating a scope of work (SOW) document.

Things not to do when writing a SOW document ❌

• When creating your SoW documentation, feel free to use templates and samples from related projects . Save time and effort.
• Don’t include ambiguity in your documents that subcontractors, vendors, or other third parties could use to their advantage and cause you financial harm.
• Don’t rush the process of creating a scope of work document. Talk to your collaborators and plan your document thoroughly, including all definitions, milestones, limits, budgets, etc.
• Don’t forget to clearly explain what is “out of scope” and “in scope” for your project’s deliverables .
• If your project requires a specific period of specialized training, be sure to include it in your documentation along with the cost.
• Some SoW documents lack a step-by-step workflow on how the client can audit the deliverables to declare the project complete. Be careful not to make this mistake. Include pre-approved steps that define completion of the project according to commissioning conditions.
• Long-term projects may require diversions, changes in scope, changes in deliverables, etc. Don’t forget to mention such possibilities in your SoW documentation.

Additionally, check out our free template resources for SOW documents.

Free template resources

smart seat

On Smartsheet, users can find a variety of free work scope templates for personal use. Templates are available here in Adobe PDF, Microsoft Word, Microsoft Excel, Google Docs, and Google Sheets.

Digital marketing, commercial construction, software development, interior design, web design, remodeling, and more are popular industries that can use templates from this platform.

Template archive

Template Archive is another website where you can find free resources for creating scope of work documents. Templates come in a variety of designs and formats, so you can choose one based on your brand and project. Additionally, you can easily download and edit these to create your own SoW documents.

form swift

FormSwift allows you to create scope of work documents for your next project proposal in two ways. First, download a generic Microsoft Word or Adobe PDF template from our website. You can then fill in the blanks to create your custom SoW document.

Then, using the guided SoW builder, enter the relevant details and the builder will continue to create your document. It takes about 20 minutes to create a document online on this platform.

last word

Now you know the scope of a working document, its components, and what to keep in mind to create a professional SoW document that your clients will love. Additionally, we discovered several use cases where SoW documents can be used.

To help you further, this article has outlined online scope of work document builders and template libraries. You can create your SoW document online using any of the platforms mentioned above by following a step-by-step guide or by downloading and customizing a template.

You may also be interested in the primary tools for electronically signing documents such as scopes of work and work orders.