Statement of Work Generator
Write a clear statement of work (SOW) for a client project. Fill in the objectives, what is and is not in scope, the deliverables, milestones, fees and how work will be accepted, and a signed-ready SOW is built as you type. Download it as PDF or Word.
Last updated:
Total fee–
Deliverables–
Milestones–
Duration–
A starting template, not legal advice. Your work is saved in this browser only and never uploaded.
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How to use the Statement of Work Generator
- Name the project, add the SOW number, dates and, if you have one, the master agreement it falls under.
- Enter the provider and client with a contact person for each.
- Describe objectives and scope, one item per line, including what is out of scope.
- Add deliverables and milestones, choose fixed fee or hourly pricing and set payment terms.
- Set acceptance criteria and assumptions, check the preview, then download the PDF or Word file for signature.
Anatomy of a strong statement of work
| Section | Answers the question | Write it like this |
|---|---|---|
| Objectives | Why is the project happening? | Business outcomes, e.g. "let the team update pages without a developer" |
| Scope (in and out) | What work is included, and what is not? | Concrete tasks with quantities: "migrate up to 40 pages" |
| Deliverables | What will be handed over? | Tangible items with a format and a due date |
| Milestones | How will progress be measured? | Checkpoints with target dates, often tied to payments |
| Fees and payment | How much, and when is it paid? | Fixed fee split by milestone, or hourly rate with an estimate and cap |
| Acceptance | When is a deliverable "done"? | Review period, revision rounds and testable criteria |
| Assumptions | What must be true for the plan to work? | Client inputs, access and response times |
Fixed fee vs. time and materials
| Fixed fee | Time and materials | |
|---|---|---|
| Price | Agreed upfront | Rate × actual hours |
| Best when | Scope is clear and stable | Scope is uncertain or likely to evolve |
| Risk of overrun | Carried by the provider | Carried by the client (limit it with a cap) |
| Invoicing | At milestones, e.g. 25 / 25 / 30 / 20% | Monthly, with a timesheet summary |
| Example | $24,000 for the whole project | $120/h × 200 h = $24,000 estimate |
Tips
- Use numbers instead of adjectives: "up to 12 templates" and "2 revision rounds" are clearer than "several" or "reasonable".
- Tie payments to milestones the client controls approving, and take a deposit at kickoff.
- Link dates to client input so late feedback moves the schedule rather than causing a dispute.
- Keep legal terms in a master agreement (liability, IP, confidentiality) and use a short SOW per project.
Frequently asked questions
What is a statement of work?
A statement of work (SOW) is a project document that defines exactly what a provider will do for a client: the objectives, scope, deliverables, timeline, fees and how finished work is accepted. It is often issued under a master services agreement, which holds the general legal terms, while each SOW covers one specific project.
What is the difference between an SOW and a scope of work?
The scope of work is one section of an SOW: the list of tasks and services included. The full statement of work adds deliverables, milestones, pricing, payment schedule, acceptance criteria, assumptions and signatures.
Should I use fixed fee or time and materials?
Fixed fee suits projects with a well-defined scope: the client knows the price and the provider carries the risk of overruns. Time and materials suits projects whose scope may change; the client pays for actual hours at an agreed rate, often with a not-to-exceed cap to limit the budget.
How are milestone payments calculated?
Each milestone gets a share of the fixed fee, and the payment is fee x share / 100. For a $24,000 fee with shares of 25%, 25%, 30% and 20%, the payments are $6,000, $6,000, $7,200 and $4,800. The tool warns you if the shares do not add up to 100%.
Why list what is out of scope?
Naming excluded work, such as copywriting or ongoing maintenance, prevents scope creep and disagreements later. Anything not listed as included is outside the SOW and goes through the change request process, which records the effect on cost and schedule before work starts.
What are acceptance criteria?
Acceptance criteria are objective, testable conditions a deliverable must meet to be accepted, for example 'all forms send submissions to the client's email' or 'page loads in under 3 seconds'. Clear criteria plus a fixed review period make sign-off, and the payments tied to it, predictable.
Is my information uploaded?
No. The SOW is built in your browser, and the PDF and Word files are created on your device. Your draft is saved only in this browser's local storage so you can come back to it.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.
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