Matter scope variation checklist
Matter scope variations must be documented and disclosed to clients to comply with costs disclosure obligations under the Legal Profession Uniform Law. This checklist is for lawyers managing scope change.
This is a 12-step matter scope variation checklist. It covers trigger identification, revised scope, costs update, and client approval.
The checklist
Identify the trigger
Identify the event triggering scope change — new issue, new party, new jurisdiction, new court step.
Review original scope
Review the original engagement letter and scope inclusions/exclusions.
Define new work
Define the new work required in clear terms.
Estimate additional hours
Estimate additional hours by phase and lawyer grade.
Estimate additional disbursements
Estimate additional disbursements including any counsel fees.
Update total estimate
Update the total fee estimate showing original plus variation.
Assess disclosure threshold
Assess whether the increase triggers a further costs disclosure under section 174(1)(b).
Issue variation letter
Issue a variation letter to the client explaining the change and updated costs.
Obtain client approval
Obtain client acknowledgement of the variation before commencing extra work.
Update matter management system
Update the matter management system with new scope and budget.
Brief the team
Brief the matter team on scope change and new deliverables.
Monitor revised budget
Monitor actuals against revised budget and raise further variances as needed.
When this checklist applies
Use whenever matter scope materially changes.
Common pitfalls
- Variation letter not issued
- Client approval not obtained
- Section 174 further disclosure missed
- Matter system not updated
- Team not briefed
Run this checklist on a real matter
Quillio can prepare variation letters and update costs disclosure. See /practice-areas/firm-management or start a free trial.
General guidance for matter scope variation. Apply jurisdictional costs disclosure rules.
Use this checklist on your matter.
Quillio can run this checklist on a specific NSW conveyancing matter — confirm each item, calculate adjustments, and generate the supporting documents. The free trial requires no credit card.
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