Get a client's written OK on a change before extra work starts

Halfway through a job, the client sends a message. "Can we change the kitchen shutters to acrylic? And add a small breakfast counter."

You say "Sure" and start. At the end, the bill is higher than they expected. They remember the change. They don't remember agreeing to the cost.

The fix is one short message before any extra work: the change, the cost, the days, and a request to reply "Yes, go ahead". AI can write it for you.

What to give the AI

Give it four things:

• The client's message, copied as it is
• The extra cost, which you work out yourself, for example ₹38,500
• The extra time, for example 6 working days
• Your name

Work out the cost and time before you ask. The AI doesn't know your rates or your carpenter's schedule.

What to ask

Copy this into ChatGPT, Claude or Gemini. Put your own details in the brackets.

A client has asked for a change. Write a WhatsApp message and a short email to confirm it before any work starts.

What the client asked: [Can we change the kitchen shutters from laminate to acrylic? And add a small breakfast counter.]
Client: [Mrs Menon]
Project: [Menon residence, Whitefield]
Extra cost: [₹38,500]
Extra time: [6 working days]
Sign as: [Priya, Studio Nimbu]

Rules:
- Repeat the change as a numbered list, in plain words. Use only what the client asked.
- Give the extra cost and extra time exactly as I wrote them.
- Ask the client to reply "Yes, go ahead" to confirm.
- Say the work carries on as planned until they reply.
- Friendly and short. No terms and conditions.

What you get

A WhatsApp message like this:

Hello Mrs Menon, thank you for your message. Here is the change you asked for:

1. Kitchen shutters: acrylic instead of laminate
2. A small breakfast counter

Extra cost: ₹38,500. Extra time: 6 working days.

Please reply "Yes, go ahead" and we will start. Until then, the work carries on as planned.

What to check before you send it

1. The change. The list should match what the client asked. Nothing more, nothing less.
2. The cost and days. They should be exactly what you wrote.
3. No extra promises. Remove anything like "at no extra charge" or "we guarantee".
4. The reply. Don't start the extra work until the client writes "Yes, go ahead". Save that reply.

Why this works

The client sees the change, the cost and the time in one place, in writing. Their reply is a record you can scroll back to.

The AI only writes the words. The cost and days come from you, so it can't get them wrong. And "use only what the client asked" stops it from adding things to the list.