Statement of Work (SOW) Template
A statement of work defines the specifics of a single project: what will be delivered, by when, and for how much. The full SOW is printed on this page — objectives, deliverables, an explicit out-of-scope list, milestones, acceptance criteria, and change control — and you can download it as a .docx or open it as an editable CalmSign document. Your client signs from a link with no account, and the SOW is sealed and logged on completion.
Free · no signup to download · no account needed for signers
A good fit when…
- Agencies and consultancies scoping a project under or alongside an MSA
- Freelancers who want deliverables and milestones agreed in writing
- Clients who need a clear, signed definition of project scope and cost
- Project and delivery teams aligning on timeline and acceptance criteria
Every clause in the file
- SOW number, project title, and the agreement it is issued under
- Background and the objectives the project is meant to achieve
- A numbered deliverables list with a description and format for each
- An explicit out-of-scope list, which is the clause that prevents most disputes
- A milestone schedule with dates and owners
- Named key personnel and their allocation
- Client responsibilities and dependencies, with the consequence if they slip
- Stated assumptions the estimate depends on
- Fees, payment schedule tied to milestones, and expenses
- Acceptance criteria and a review window with deemed acceptance
- A written change-control process
- Term, termination, and how fees are settled on early exit
- Signature blocks (draw or type) for provider and client with signing order
Read the whole Statement of Work
The complete text is below — nothing withheld, nothing behind a signup. Copy it, download the .docx, or open it as an editable CalmSign document and send it for signature.
Statement of Work
SOW Number: [SOW-00] · Project: [Project Title] · Effective Date: [Date] · Provider: [Provider Legal Name] · Client: [Client Legal Name].
1. Governing Agreement
This Statement of Work is issued under, and incorporates the terms of, the Master Services Agreement between the parties dated [Date]. Where this Statement of Work conflicts with that agreement, that agreement governs except where this document expressly states that it varies a specific clause. [If no master agreement exists, delete this clause and attach the parties standard terms, since this document alone does not set liability, intellectual property, or confidentiality terms.]
2. Background and Objectives
[Describe the situation in two or three sentences: what exists today and why the project is being run.] The objectives of this engagement are to: (a) [objective]; (b) [objective]; and (c) [objective]. Success will be measured by [state the measure, for example a launched portal, a passing acceptance test, or an agreed metric].
3. Scope of Work and Deliverables
Provider shall deliver the following: (1) [Deliverable name] — [description and format, for example a written brief in PDF]; (2) [Deliverable name] — [description and format]; (3) [Deliverable name] — [description and format]. Each deliverable is complete when it meets the acceptance criteria in clause 9.
4. Out of Scope
The following are expressly outside this Statement of Work and, if required, will be scoped and priced separately under clause 10: [content writing and translation]; [data migration from legacy systems]; [third-party licences, subscriptions, and hosting costs]; [end-user training]; [ongoing support and maintenance after acceptance]; and [any work not listed in clause 3].
5. Timeline and Milestones
The engagement runs from [Start Date] to [End Date], approximately [number] weeks. Milestone 1 — [name], due [date], owner [name]. Milestone 2 — [name], due [date], owner [name]. Milestone 3 — [name], due [date], owner [name]. Dates assume the client responsibilities in clause 7 are met on time.
6. Key Personnel
Provider will staff the engagement with [Name, Role, allocation]% and [Name, Role, allocation]%. Client project owner is [Name, Title], who is authorised to give approvals and sign change orders. Provider shall notify Client before replacing named key personnel and shall provide a replacement of comparable skill.
7. Client Responsibilities and Dependencies
Client shall: (a) provide access to [systems, environments, data, and stakeholders] by [date]; (b) nominate a single point of contact for approvals; (c) return feedback and approvals within [3] business days of request; and (d) supply [content, assets, credentials] by [date]. If a dependency is more than [5] business days late, Provider may adjust the schedule and, where the delay causes idle time, charge for it under clause 10.
8. Assumptions
This Statement of Work is priced on the following assumptions: [work is performed remotely during Provider normal business hours]; [one round of consolidated feedback per deliverable]; [existing systems and documentation are accurate and available]; [no more than [number] stakeholders participate in review]. If an assumption proves wrong, the parties shall handle the impact through clause 10.
9. Fees, Expenses, and Payment
The total fee for this Statement of Work is $[amount], [fixed fee / time and materials at $[rate] per [hour or day] with a not-to-exceed cap of $[amount]], exclusive of taxes. Payment is scheduled as: [30]% on signature; [40]% on acceptance of Milestone 2; [30]% on acceptance of the final deliverable. Provider invoices on each trigger and Client shall pay each undisputed invoice within [30] days. Pre-approved expenses are reimbursed at cost against receipts.
10. Acceptance
On delivery of each deliverable, Client shall review it against the criteria in clause 3 and shall, within [5] business days, either accept it in writing or give written notice of specific, material non-conformities. Provider shall correct notified non-conformities within [5] business days and resubmit. A deliverable is deemed accepted if Client does not respond within the review period, or if Client puts it into production use.
11. Change Control
Either party may request a change to scope, schedule, or fees. Provider shall prepare a written change order describing the change and its impact on price and timeline. The change takes effect only when both parties sign the change order. Provider is not obliged to begin work outside clause 3 until a change order is signed.
12. Term and Termination
This Statement of Work starts on the Effective Date and ends on acceptance of the final deliverable, unless terminated earlier. Either party may terminate it for convenience on [14] days written notice, or immediately for a material breach not cured within [10] days of written notice. On termination, Client shall pay for all work performed and non-cancellable commitments incurred up to the termination date, and Provider shall hand over work in progress in its then-current state.
13. Signatures
By signing below, each party confirms that the person signing is authorised to bind it and that it agrees to this Statement of Work.
Every block is editable before you send. Replace each [bracketed placeholder] with your own details.
What each clause does
Plain-English notes on the clauses worth a second look before you send, and on what to change when your situation differs from the default.
Governing agreement
If an MSA exists, reference it by name and date and say the SOW does not vary it. If none exists, tick the standalone box in clause 1 and add liability, IP, and confidentiality terms, because otherwise this document has none.
Deliverables
Number them and state the format: a document, a Figma file, a deployed environment. A numbered list is what the acceptance clause and the payment schedule both point at, so vagueness here spreads through the whole SOW.
Out of scope
The most valuable clause in the document, and the one most often left out. Anything a reasonable client might assume is included but is not — content writing, data migration, third-party licences, ongoing support — belongs on this list by name.
Client dependencies
List what you need from the client and by when, and state what happens if it arrives late. Without that consequence written down, a client-side delay quietly becomes a provider-side overrun.
Assumptions
Every estimate rests on assumptions about access, environments, and reviewer availability. Writing them down converts an argument about blame into a change order, which is a much shorter conversation.
Acceptance criteria
Pair objective criteria with a fixed review window and deemed acceptance if nothing is said. Open-ended review is the main reason milestone payments stall.
Change control
Scope grows on almost every project, and that is fine when it is priced. A one-page change order signed by both sides keeps the relationship healthy and the invoice unsurprising.
Common questions
Should a SOW sit under a master service agreement?
Often, yes. An MSA sets the overarching terms while each SOW defines a specific project. A SOW can also stand alone for a one-off engagement.
Does my client need an account to sign the SOW?
No. They sign from a unique link in the browser, with no signup or download required.
Can I tailor the deliverables and milestones?
Yes. The SOW is built from editable blocks, so you can adjust scope, dates, fees, and acceptance terms before sending.
How do I prove the signed SOW is unchanged?
On finalization CalmSign computes a SHA-256 hash over an immutable snapshot, so any later change is detectable, and every event is recorded in a timestamped audit trail.
What should go in the out-of-scope section?
Anything a reasonable client might assume is included but is not: content writing, data migration, third-party licences, training, and post-launch support are the usual four. Naming them costs a sentence each and prevents most scope disputes.
How do I handle a client who wants extra work mid-project?
Use the change-control clause. Write a short change order describing the work and its effect on the price and the schedule, have both sides sign it, and it becomes part of the SOW. CalmSign handles the change order the same way it handled the original.
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