How to Define Project Revisions in Your Interior Design Contracts

business project & client management

Picture this scenario: You've just presented a comprehensive living room design to your client. They love 80% of it, but want to change the sofa, swap out two cushions, and try a different coffee table. "That's just one revision, right?" they ask. You agree, thinking it's three simple swaps. Two weeks later, you've essentially created three completely different design schemes to make everything work cohesively together, and you've just done triple the work for the same fee.

If this sounds familiar, you're not alone. The term "revisions" is one of the most misunderstood concepts in interior design contracts, leading to scope creep, unpaid work, and frustrated designers who find themselves trapped in endless rounds of changes.

The problem isn't that clients are deliberately trying to take advantage - it's that most interior designers fail to clearly define what a "revision" actually means in their contracts. This ambiguity costs thousands of pounds in unpaid work and can turn profitable projects into financial disasters.

The £10,000 Mistake: When "2 Revisions" Means 3x the Work

Let's break down what really happens when contract language is vague. Imagine you've quoted a client for a full living room design with "2 revisions included." In your mind, this means two opportunities to refine the overall concept based on their feedback.

But here's what the client often thinks it means: they can swap out any two items they don't like, regardless of how this affects the rest of the design. So they decide they don't like the suggested sofa or the feature wallpaper. These might seem like simple swaps, but changing key anchor pieces means you need to reconsider colour palettes, scale relationships, texture balances, and how all the other elements work together.

What started as a straightforward design process suddenly becomes creating multiple complete schemes. You're not just finding one alternative sofa - you're creating entirely different design directions to accommodate their preferred pieces, each requiring the same level of thought, research, and specification work as the original concept.

This multiplication effect is where designers lose money fast. If your original design took 15 hours to develop, and the client's "simple changes" require you to create two additional complete schemes to make everything work harmoniously, you've just done 45 hours of work instead of 15. That "quick revision" has cost you 30 hours of unpaid time.

Even experienced designers fall into this trap because the work happens gradually. First, you source an alternative sofa. Then you realise the new sofa's scale changes the coffee table requirements. The different proportions affect the rug size. The new colour palette clashes with your original artwork selection. Before you know it, you're starting from scratch while still working under your original fee structure.

Why Most Interior Designers Get Revisions Wrong

The root of the problem lies in assumptions. Most designers assume that clients understand the complexity involved in changing design elements, whilst clients assume that swapping items is as simple as shopping online. Neither party is wrong - they're just operating from completely different perspectives.

Traditional contract language doesn't help. Phrases like "includes 2 design revisions" or "up to 3 rounds of changes" sound professional, but they're meaningless without clear definitions. What constitutes a revision? Is it per item, per room, per concept? Can clients make unlimited small changes within each revision, or is there a limit to the scope of modifications?

What Clients Think "2 Revisions" Means

From a client's perspective, revisions often seem straightforward. They imagine being able to say "I don't like that lamp, can we try something else?" and consider this a minor adjustment rather than a formal revision. Many clients expect to be able to mix and match elements from different design concepts, assuming you can simply swap pieces like items in an online shopping basket.

Some clients interpret "2 revisions" as two opportunities to completely start over with different design directions. Others think it means they can request changes to any two items in the entire scheme. The confusion multiplies when working on multiple rooms, as clients may assume they get 2 revisions per room, or 2 revisions total across the entire project.

Without clear boundaries, clients may also expect revisions to include additional services that weren't part of the original scope, such as sourcing products from different suppliers, accommodating budget changes, or incorporating new requirements that emerged after the initial consultation.

What This Actually Costs You

The financial impact of poorly defined revisions extends far beyond the immediate time investment. When you're constantly accommodating unclear change requests, you're not just losing money on the current project - you're setting a precedent that affects your entire business model.

Consider the time breakdown for a typical "simple" revision: researching alternative products that fit the new direction, checking availability and lead times, ensuring new pieces work with existing selections, updating specifications and purchasing information, revising any technical drawings or layouts, and re-presenting the updated concept to the client. This process easily consumes 8-12 hours for what clients perceive as a quick change.

The hidden costs compound when you factor in the opportunity cost of time spent on unpaid revisions instead of working on new projects, the mental exhaustion of constantly changing direction, client relationship strain when expectations aren't met, and the erosion of your professional boundaries and pricing structure.

Many designers find themselves working for below minimum wage on projects that seemed profitable initially, simply because revision scope wasn't properly defined and managed.

How to Define Revisions Clearly (With Examples)

The solution lies in creating crystal-clear definitions that both you and your client can understand and reference throughout the project. There are several effective approaches, and the best choice depends on your working style, project complexity, and client preferences.

Option 1: Percentage-Based Revisions

One effective approach is to define revisions based on the percentage of the design that changes. For example, you might specify that "minor revisions involve changes to less than 20% of the design elements, whilst major revisions involve changes to 20% or more of the design."

This approach works well because it acknowledges that not all changes are equal. Swapping out a few accessories is genuinely different from changing the entire colour scheme. You might include 2-3 minor revisions in your base fee, whilst major revisions trigger your hourly rate for additional work.

When using this method, provide specific examples in your contract: "Minor revisions include changing 1-2 accessories, adjusting paint colours within the same colour family, or selecting alternative fabrics of similar style and price point. Major revisions include changing key furniture pieces, complete colour scheme modifications, or style direction changes."

The challenge with percentage-based definitions is that they require some interpretation, so ensure you reserve the right to classify changes as major or minor based on the design impact and time required.

Option 2: Concept-Based Revisions

This approach focuses on design concepts rather than detailed design. So essentially you specify that "two revisions means two opportunities to refine the overall design concept, before any detailed design or specification begins.

Under this definition, you design an overarching concept that may include items of FF&E but that gives an overall look and feel, rather than being a detailed design. If the client is not happy with the design direction then you can easily change the concept before spending hours on detailed design and specification.

Option 3: Time-Based Revisions

Some designers prefer to allocate specific hours for revision work: "The project includes up to 8 hours of revision work. Additional revision requests will be charged at £X per hour."

This approach provides clear boundaries and helps clients understand the value of your time. It also gives you flexibility to handle various types of changes without complex categorisation systems.

When using time-based revisions, be transparent about how long different types of changes typically take: "Simple item swaps generally require 2-3 hours to research alternatives and update specifications. Concept modifications typically require 6-8 hours for full development and presentation."

The Secret to Fewer Revisions: Getting the Concept Stage Right

Whilst clear revision definitions protect you from scope creep, the best strategy is preventing excessive revisions in the first place. Most revision issues stem from inadequate consultation and concept development at the project's beginning.

The key is investing significant time in the discovery phase to truly understand your client's preferences, lifestyle, and expectations. This means going beyond asking about colour preferences to exploring how they use their space, what inspires them, what they absolutely love and hate, and what their long-term vision looks like.

A comprehensive design questionnaire should cover functional requirements, aesthetic preferences, budget parameters, lifestyle factors, and decision-making preferences. The more thoroughly you understand your client's needs upfront, the more likely your initial concept will resonate with them.

During concept presentation, take time to explain your design decisions. When clients understand why you've made specific choices - how they solve their stated problems and reflect their expressed preferences - they're more likely to trust your expertise and less likely to request arbitrary changes.

It's also worth setting expectations about the revision process during your initial consultation. Explain that interior design is collaborative and that you expect some refinement, but that significant changes can affect project timelines and budgets. This conversation positions revisions as a normal part of the process whilst establishing boundaries.

What to Do When Clients Exceed Their Revision Allowance

Even with clear contracts, situations arise where clients request changes beyond their included revisions. How you handle these moments determines whether you maintain professional boundaries or slide into unpaid work.

The key is addressing revision overages promptly and professionally. When a client requests additional changes, acknowledge their request positively whilst referencing your contract: "I'm happy to explore those changes for you. Based on our agreement, this would fall outside your included revisions, so I'll prepare a change order for the additional design time required."

Be specific about the scope and cost of additional work: "To develop this alternative concept will require approximately 6 hours of design time at £X per hour, for a total of £X. This will include researching new products, creating updated specifications, and presenting the revised concept. Would you like me to proceed?"

Most clients appreciate transparency about costs and timelines. They may decide the changes aren't worth the additional investment, which saves everyone time and effort.

When presenting change orders, remind clients of the value you're providing: "These revisions will ensure the new direction is fully developed and all elements work cohesively together, maintaining the high standard of design you expect."

Sample Contract Clauses That Actually Work

Effective contract language combines clarity with professionalism. Here are examples of revision clauses that prevent misunderstandings whilst maintaining positive client relationships:

Concept-Based Approach: "This project includes development of one comprehensive design concept, plus up to two concept revisions. Each revision may include modifications to multiple design elements as necessary to create a cohesive, harmonious scheme that meets your requirements. Additional revisions beyond those included will be charged at £X per hour."

Time-Based Approach: "The design fee includes up to 10 hours of revision work to refine your design concept based on your feedback. Revision time includes research, specification updates, and re-presentation of modified concepts. Additional revision requests will be discussed and quoted separately."

Hybrid Approach: "This project includes two minor revisions (changes affecting less than 20% of design elements) and one major revision (changes affecting 20% or more of design elements). All revisions focus on refining the agreed design direction rather than developing entirely new concepts. Alternative design directions will be quoted as separate projects."

Always include a clause about the revision timeline: "Revision requests should be submitted within X days of concept presentation. This ensures adequate time for implementation within the agreed project schedule."

Consider adding language about decision-making: "To maintain project momentum, revision requests should include all stakeholder feedback. Multiple rounds of partial feedback may result in additional charges for extended design development time."

Protecting Your Business and Client Relationships

Clear revision definitions benefit both parties. Clients know exactly what to expect and can make informed decisions about additional changes. Designers can maintain profitable projects whilst delivering excellent service.

Remember that enforcing contract terms isn't about being difficult - it's about maintaining the professional standards that enable you to deliver quality work. When clients understand your revision policy upfront, they're more likely to provide thoughtful, consolidated feedback rather than ad-hoc change requests.

Consider creating a revision request form that clients complete when requesting changes. This helps them think through their feedback systematically and provides you with clear direction for implementing modifications.

Regular check-ins during the design process can also prevent surprise revision requests. Rather than waiting for formal presentations, share work-in-progress updates to ensure you're moving in the right direction.

Most importantly, remember that the goal isn't to eliminate revisions entirely - it's to manage them professionally. Good design often emerges through collaboration and refinement. Clear boundaries simply ensure this process remains sustainable for your business whilst delivering excellent results for your clients.

The interior design industry thrives on creativity and collaboration, but successful businesses require clear communication and professional boundaries. Well-defined revision policies protect both your profitability and your ability to deliver outstanding design work.

By investing time in comprehensive consultation, defining revision scope clearly, and managing change requests professionally, you can maintain profitable projects whilst building strong client relationships based on mutual respect and clear expectations.

Ready to Build a Stronger Interior Design Business?

Managing project revisions effectively is just one aspect of running a successful interior design practice. If you're looking to strengthen your business systems and client management processes, our business roadmap provides a comprehensive guide to the essential steps for building and growing a profitable interior design business.

For designers ready to take their practices to the next level, our Launch Lab Experience includes professionally drafted contract templates, revision management strategies, and ongoing business mentorship. You'll also gain access to our Hub Insiders community, where experienced designers share practical solutions to common business challenges.

About the Author

Kate Hatherell is the founder of The Interior Designers Hub and a qualified interior design professional with extensive experience in the industry. She has helped hundreds of students transition into successful interior design careers through The Interior Designers Hub's UK government accredited Level 3 Diploma in Professional Interior Design and the Hub Insiders business membership programme. Kate is also a consultant and professional advisor to AIM Qualifications & Assessment Group, providing industry insights to the development of new interior design qualifications in the UK. Kate also runs SketchUp training courses, which are used by students across the world. She is committed to providing practical, industry-relevant education that prepares students for real-world interior design careers.

References

British Institute of Interior Design (2024) Professional Practice Guidelines for Contract Management, BIID, London
Society of British and International Interior Design (2024) Best Practices for Client Relations and Project Management, SBID, London
Office for National Statistics (2024) Creative Industries Economic Estimates: Interior Design Services, ONS, London
Quality Assurance Agency (2024) Professional Standards in Creative Industries, QAA, Gloucester
Institute of Small Business & Entrepreneurship (2024) Service Industry Contract Management, ISBE Research, Birmingham