A statement of work (SOW) puts both sides on the same page before work begins. Copy the template below into your own document, replace the text in [brackets], and delete anything that doesn't apply.
This template is a starting point, not legal advice. For large or long projects, have a lawyer review the final agreement. If you work under a master services agreement (MSA), the SOW sits under it and the MSA usually covers the legal terms.
Statement of work
Project: [Project name]
Client: [Company name, address, contact person and email]
Contractor: [Your name or company, address, email]
Date: [Date] SOW number: [001]
1. Background
[Two or three sentences on the client's situation and why the project is needed.]
2. Objectives
[What success looks like. For example: "Migrate the reporting database from on-premises SQL Server to Azure SQL with no data loss and less than one hour of downtime."]
3. Scope of work
The contractor will:
- [Activity 1]
- [Activity 2]
- [Activity 3]
Out of scope: [List anything that could be assumed but is not included, such as ongoing support, training or third-party licences.]
4. Deliverables
- [Deliverable 1, with format, for example "migration runbook (PDF)"]
- [Deliverable 2]
- [Deliverable 3]
5. Timeline and milestones
- Start date: [date]
- Milestone 1: [description] by [date]
- Milestone 2: [description] by [date]
- End date: [date]
6. Client responsibilities
[Access, accounts, data, a named decision-maker and how quickly they will review work. Delays on the client side may move the timeline.]
7. Acceptance
The client will review each deliverable within [5] business days and either accept it or describe what needs to change. Deliverables not reviewed in that time are considered accepted.
8. Fees and payment
[Choose one:] Fixed fee of $[amount], payable [25]% on signing and the balance on [milestones]. or Time and materials at $[rate] per hour, with a cap of [hours] hours unless approved in writing.
Invoices are sent [monthly / at each milestone] and are due within [15 / 30] days. Pre-approved expenses are reimbursed at cost.
9. Changes
Changes to scope, timeline or fees must be agreed in writing (email is fine) before the extra work begins.
10. Ownership and confidentiality
On full payment, the client owns the deliverables created for this project. The contractor keeps ownership of pre-existing tools and know-how, and grants the client a licence to use any of these included in the deliverables. Both sides keep each other's confidential information private.
11. Term and ending the project
Either party may end this SOW with [10] business days' written notice. The client pays for work done up to that date.
12. Independent contractor
The contractor is an independent business, responsible for their own taxes, insurance and equipment, and is not an employee of the client.
Signatures
Client: ____________________ Name, title, date
Contractor: ____________________ Name, date
Tips
- Be specific about "done". Most disputes come from unclear deliverables or acceptance, not from price.
- Write the out-of-scope list. It's the easiest way to prevent scope creep.
- Agree how you'll communicate. A weekly 30-minute check-in and a short written update keeps everyone aligned.
Questions or tips to add? Members discuss this in the community groups. Share what worked for you.
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