Without a revision policy, every project is implicitly unlimited — and unlimited revisions are where margins go to die. A revision policy is not about being rigid; it is about drawing a clear, fair line so both you and the client know where the included work ends and paid extra work begins. Written once, it saves you the same argument on every project.
Define how many rounds are included
State a specific number of revision rounds in the project price — two and three are common. The exact figure matters less than naming it, because a defined number gives every future request a context: is this within the included rounds or beyond them? An undefined allowance is an infinite one in the client's mind.
Define what a round actually is
This is the clause that prevents the most disputes. A revision round is one set of consolidated feedback, delivered together — not a stream of individual change requests as they occur to each stakeholder over a week. Without this definition, a client sends forty separate notes and considers it 'still round one'. Spell out that scattered feedback is not a free extension.
Explain what happens after the included rounds
The policy should say, plainly and without menace, what comes next: further revisions are billed at a stated hourly or per-round rate. This is not a penalty; it is simply the point where extra work becomes paid work. Clients rarely object when the boundary was clear from the start — they object when it appears as a surprise.
Make the rounds visible and trackable
A policy nobody can see is a policy nobody follows. When revisions happen in a review process where each round is visible, 'this is round three, which is beyond what we scoped' is a factual observation both sides can see, not a claim you have to defend. Visibility turns the policy from a contract clause into a shared, obvious reality.
“Without a revision policy, every project is implicitly unlimited — and unlimited revisions are where margins go to die. The policy simply draws the line before you need it.”
What a revision policy needs
- A specific number of included rounds
- A clear definition of what one round is (consolidated feedback)
- The rate for revisions beyond the included rounds
- A statement that scattered notes are not a free extension
- A visible way to track which round a project is on
Frequently asked questions
What should a revision policy include?
A specific number of included revision rounds, a clear definition of what a round is (one set of consolidated feedback), the rate for revisions beyond that, and a way to track which round a project is on. Defining the round is what prevents most disputes.
How many revision rounds should I include?
Two or three is common, but the exact number matters less than stating one. A defined allowance gives every request context — within the included rounds or beyond them — whereas an undefined allowance is treated as unlimited.
How do I charge for extra revisions without upsetting the client?
State the boundary and the rate upfront in your policy. Clients rarely object to paying for extra work when the limit was clear from the start; they object when the charge appears as a surprise late in the project.
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