Statement of Work Template: How to Write an SOW
A Statement of Work defines exactly what will be delivered, when, and for how much. It is the single most important document for any project-based engagement.
Last updated: February 2025
What Is a Statement of Work?
A Statement of Work (SOW) is a detailed document that defines the scope, deliverables, timelines, and costs of a specific project or engagement. It sits alongside or within a master services agreement and provides the project-specific details that a general contract cannot cover.
- Defines the specific deliverables, acceptance criteria, and deadlines for a project
- Typically used alongside a Master Services Agreement (MSA) that covers general terms
- Helps prevent scope creep by documenting exactly what is and is not included
- Provides a clear basis for invoicing against milestones or deliverables
Key Components of an Effective SOW
A well-written SOW should be detailed enough to prevent disputes but flexible enough to accommodate reasonable changes. The key sections cover scope, assumptions, deliverables, timeline, resources, and commercial terms.
- Background and objectives: why the project exists and what success looks like
- Scope of work: detailed description of tasks, with explicit exclusions for clarity
- Deliverables and acceptance criteria: what will be delivered and how it will be assessed
- Timeline with milestones: key dates, dependencies, and review points
Change Control and Scope Management
Every SOW should include a change control process. Without one, scope creep is inevitable and disputes about what was agreed become unresolvable. A simple process for requesting, assessing, and approving changes protects both parties.
- Define a formal change request process with a simple template
- Specify who can approve changes and the impact assessment required
- All changes to scope, timeline, or cost must be agreed in writing before work begins
- Track all change requests and their status as an appendix to the SOW
Key Takeaways
- An SOW defines the specific deliverables, timelines, and costs for a project and prevents scope creep.
- Always include explicit exclusions — what is not in scope is as important as what is.
- A change control process is essential; without one, scope disputes are inevitable.
Frequently Asked Questions
What is the difference between an SOW and a contract?
A contract (or Master Services Agreement) sets out the general legal terms of a business relationship — liability, IP, confidentiality, termination, and dispute resolution. An SOW is a project-specific document that defines scope, deliverables, and timelines. Multiple SOWs can operate under a single contract.
Who writes the Statement of Work?
Either party can draft the SOW, but it is typically written by the service provider and reviewed by the client. The most effective approach is collaborative — the provider drafts based on the client's requirements, and both parties refine it before signing. This ensures mutual understanding of scope.
Should I use an SOW for small freelance projects?
Yes. Even for small projects, a simple one-page SOW clarifies expectations and prevents disputes. For projects under £1,000, a detailed email confirming scope, deliverables, timeline, and cost can serve as a lightweight SOW, provided both parties agree to it in writing.
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Get Started FreeThis is guidance for UK businesses, not legal advice. For complex legal matters, consult a qualified solicitor.
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