Scope Change Request for Real Estate
A controlled procedure for receiving, evaluating, approving, and implementing changes to the agreed listing scope, ensuring that impacts on schedule, budget, and quality are fully understood before decisions are made.
Purpose
To provide a disciplined approach to managing scope changes so that the listing maintains its integrity while remaining responsive to legitimate business needs and evolving requirements.
Scope
Covers all changes to the agreed listing scope from the point of initial request through to implementation and documentation of the approved change.
Prerequisites
- Approved listing scope baseline documented in the listing plan or statement of work
- Change management process defined and communicated to all stakeholders
- Change request form or template available in the listing management system
Supports Real Estate Institute compliance, trust account management requirements, and state property legislation documentation.
Step-by-Step Procedure
Receive and Log the Change Request
Capture the change request from the requester using the standard change request form, ensuring all required information is provided for proper evaluation.
- 1.1Direct the requester to complete the change request form with a description of the desired change and business justification
- 1.2Assign a unique change request identifier and log it in the change register
- 1.3Acknowledge receipt of the change request to the requester within one business day
Perform Initial Screening
Review the change request to determine if it is valid, within the authority of the change process, and warrants a full impact assessment.
- 2.1Verify the change request is clearly described and has a legitimate business justification
- 2.2Determine whether the change falls within the listing scope or is a separate initiative
- 2.3Classify the change by size and complexity to determine the appropriate approval authority
- Minor changes below a defined threshold may follow an expedited approval path
Conduct Impact Assessment
Analyse the change request to determine its impact on the listing schedule, budget, resources, quality, and risks.
- 3.1Estimate the additional effort, duration, and cost required to implement the change
- 3.2Assess the impact on the current listing schedule including any knock-on effects to downstream tasks
- 3.3Identify any new risks or quality considerations introduced by the change
- 3.4Contract the impact assessment findings in a structured format for decision-makers
Present to Change Authority for Decision
Submit the change request with the completed impact assessment to the designated change authority for a formal approve, reject, or defer decision.
- 4.1Prepare a change decision brief summarising the request, justification, and impact assessment
- 4.2Present the change request at the next change control inspection or circulate for asynchronous decision
- 4.3Record the decision along with any conditions, modifications, or rationale in the change register
Communicate the Decision
Notify all relevant stakeholders of the change decision, including the requester, listing team, and any affected parties.
- 5.1Inform the requester of the decision and any conditions attached
- 5.2Notify the listing team of approved changes and updated expectations
- 5.3Update the listing sponsor if the change has significant commercial implications
Implement the Approved Change
Incorporate the approved change into the listing plan, update the schedule and budget baselines, and assign the work to the appropriate team members.
- 6.1Update the listing scope contract and work breakdown structure to reflect the change
- 6.2Adjust the listing schedule and budget to incorporate the approved change impact
- 6.3Assign new tasks to team members and update resource allocations as needed
- Save a new schedule version noting the change request identifier for traceability
Update the Change Register
Close the change request in the change register with the final decision, implementation date, and any lessons learned for future reference.
- 7.1Record the final status of the change request as approved, rejected, or deferred
- 7.2Note the implementation date and any variances from the original impact assessment
- 7.3Archive the change request documentation for listing audit purposes
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Average number of business days from change request submission to formal decision, measuring the responsiveness of the change management process
Number of uncontrolled scope changes detected versus the total number of formal change requests processed, indicating the effectiveness of the change control process
Frequently Asked Questions
Should the client be charged for change requests?
This depends on the contract terms. Fixed-price contracts typically require commercial negotiation for scope changes. Time-and-materials contracts may absorb changes within the ongoing billing arrangement. Always refer to the contract before committing to any commercial impact.
How should we handle urgent change requests that cannot wait for the next change control inspection?
Establish an expedited approval process for urgent changes. The listing manager can seek verbal approval from the change authority with a commitment to ratify the decision at the next formal inspection. Contract the urgency and the verbal approval in the change register.
What happens if a change request is rejected but the requester disagrees?
The requester can appeal the decision to the next level of authority, typically the steering committee or listing board. The appeal should include additional justification or new information that was not considered in the original assessment.
Can the listing manager approve scope changes independently?
Most organisations grant the listing manager authority to approve minor changes below a defined threshold of cost and schedule impact. Larger changes require approval from the listing sponsor, steering committee, or client depending on the contractual arrangement.
What constitutes a scope change versus a refinement of existing requirements?
A scope change introduces new deliverables, removes planned deliverables, or significantly alters the agreed functionality or specifications. A refinement clarifies how existing agreed deliverables will be implemented without changing what is delivered. When in doubt, log it as a change request for formal evaluation.
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