High Level Project Scope Statement – Free Download Word
Introduction to the Project Scope Statement
The High Level Project Scope Statement is the document that defines the boundaries of your project. If the Project Charter is the document that gives you the authority to exist, the Scope Statement is the document that defines what you will actually do with that authority. It is the fence around your project yard. Everything inside the fence is your responsibility. Everything outside the fence is not.
One of the most common reasons for project failure is “Scope Creep.” Scope creep occurs when new requirements, features, or deliverables are slowly added to the project without a corresponding increase in budget, time, or resources. It usually starts with a stakeholder asking, “Can you just add this one small thing?” If you do not have a clearly defined scope statement, you have no basis to say “No” or “Yes, but it will cost extra.”
This template is designed to help you capture the “What” of the project. It is “High-Level” because it does not list every single task (that is for the Work Breakdown Structure or WBS). Instead, it lists the major deliverables and the specific boundaries. It serves as the primary agreement between the project team and the customer regarding what will be delivered at the end of the engagement.
By completing this template, you create a baseline. Any request to deviate from this baseline must go through a formal Change Control process. This protects the project team from burnout and protects the investor from exploding costs.
Section 1: Project Scope Description
Guidance for Completion
This section is a narrative description of the work to be performed. It should tell a story that outlines the characteristics of the product, service, or result that the project is intended to create. Unlike the “Project Purpose” in the Charter (which focuses on why), this section focuses on what.
You should describe the final state. What does the world look like when this project is finished? Avoid technical jargon where possible, as this document must be understood by business stakeholders.
Key Elements to Include
- The Objective: Reiterate the primary goal.
- The Approach: Briefly describe the methodology or approach (e.g., “We will use an Agile methodology to deliver the software in three increments”).
- The Location: Where will the work happen?
Draft Example
“The project involves the complete refurbishment of the headquarters’ lobby area. The scope includes the demolition of the existing reception desk, the installation of new security turnstiles, and the repainting of all walls in the corporate brand colors. The work will be performed on nights and weekends to avoid disrupting daily business operations. The final result will be a modern, secure entry point that accommodates 500 visitors per day.”
Tip for Success
Be explicit about the magnitude. Do not just say “Upgrade servers.” Say “Upgrade 50 servers in the New York Data Center.”
Section 2: Project Deliverables (The “In-Scope” List)
Guidance for Completion
This is the core of the document. A deliverable is a tangible, verifiable output. If you cannot touch it, see it, or digitally verify it, it is probably not a deliverable. You must list everything that the project will produce.
Divide your deliverables into two categories to ensure nothing is missed: Product Deliverables and Project Management Deliverables.
Category A: Product Deliverables
These are the things the customer actually wants.
- Hardware: “50 Laptops configured with Windows 11.”
- Software: “A mobile application available on the iOS App Store.”
- Documentation: “User Manuals and Training Guides.”
- Physical: “A constructed warehouse foundation.”
Category B: Project Management Deliverables
These are the things required to manage the work. Often forgotten, they take time and money to produce.
- “Monthly Status Reports.”
- “Project Schedule (Gantt Chart).”
- “Risk Register.”
- “Meeting Minutes.”
Draft Example
Product Deliverables:
- CRM Module: A fully functional Customer Relationship Management module integrated with the email server.
- Data Migration: Migration of 10,000 active customer records from the legacy system.
- Training Materials: A 20-page PDF “Quick Start Guide” for sales staff.
Management Deliverables:
- Project Plan: A baselined schedule approved by the Sponsor.
- Test Log: A report detailing the results of the User Acceptance Testing.
Section 3: Project Exclusions (The “Out-Of-Scope” List)
Guidance for Completion
This is arguably the most important section of the entire document for your mental health and career longevity. You must list the things that stakeholders might assume are included but are actually not included.
Being vague here is dangerous. If you leave a gray area, the stakeholder will almost always interpret it in their favor. You must be specific. Use the phrase “Explicitly Excluded” to leave no room for doubt.
Common Areas for Exclusion
- Maintenance: “Post-go-live support is excluded.”
- Hardware: “We are providing the software, but the purchase of servers is excluded.”
- Training: “Train-the-trainer is included, but training the entire staff is excluded.”
- Data Cleansing: “We will migrate the data, but fixing spelling errors in the old data is excluded.”
Draft Example
“The following items are explicitly excluded from the project scope:
- Mobile Support: The website will be optimized for desktop browsers only. Mobile responsiveness is out of scope for Phase 1.
- Content Creation: The project team will build the CMS (Content Management System), but the Marketing Department is responsible for writing and uploading all articles and images.
- Decommissioning: Removal and disposal of old hardware is the responsibility of the Facilities Team, not the Project Team.”
Tip for Success
Review the minutes of early meetings. Look for ideas that were discussed but rejected. List them here as exclusions to confirm they are dead.
Section 4: Acceptance Criteria (Definition of Done)
Guidance for Completion
How do we know when the project is finished? Acceptance criteria are the specific conditions that must be met before the customer will sign off and accept the deliverables. Without clear acceptance criteria, you risk entering the “endless polish” phase where the customer keeps asking for “just one more change” because they “don’t like it yet.”
Criteria must be binary (Pass/Fail). Avoid subjective words like “High Quality,” “Fast,” or “User Friendly.” These are matters of opinion. Use measurable metrics instead.
S.M.A.R.T. Criteria
- Bad: ” The website must load quickly.”
- Good: “The homepage must load in under 2 seconds on a 4G connection.”
- Bad: “The manual must be easy to read.”
- Good: “The manual must achieve a Flesch-Kincaid readability score of 60 or higher.”
Draft Example
Deliverable: Employee Portal
- Criterion 1: System allows concurrent login of 500 users without crashing.
- Criterion 2: All branding matches the Corporate Style Guide v2.0.
- Criterion 3: The ‘Forgot Password’ function sends a reset email within 60 seconds.
- Criterion 4: Security audit reveals no “High” or “Critical” vulnerabilities.
Section 5: Project Constraints
Guidance for Completion
Constraints are limitations imposed on the project. They are the “box” you must work within. Identifying these early helps you manage expectations. If a stakeholder asks for a Ferrari but puts a strict budget constraint of a Toyota, you can point to this section to explain why they are getting a Toyota.
Types of Constraints
- Budget Constraint: “The total budget is capped at $50,000. No variance is permitted.”
- Schedule Constraint: “The project must be live by November 1st to support the holiday sales season. This date is immovable.”
- Resource Constraint: “We only have access to the Lead Developer for 10 hours per week.”
- Technical Constraint: “The solution must be built using the existing Oracle database infrastructure.”
- Regulatory Constraint: “All data must be stored on servers located within the European Union.”
Draft Example
“Constraint ID: C-01
Description: The new payroll system must be operational by January 1st.
Reason: The license for the old system expires on December 31st. Extension is not possible.
Impact: If the project is delayed, the company cannot pay employees. Therefore, scope will be sacrificed to meet this deadline if necessary.”
Section 6: Project Assumptions (Scope-Related)
Guidance for Completion
We covered detailed stakeholder assumptions in Template 8. In this section, focus specifically on Scope Assumptions. These are the technical or functional facts you are assuming to be true to define the scope.
If these assumptions turn out to be false, the scope will likely need to change (usually increasing).
Draft Example
- Assumption: “We assume that the existing underground cabling is intact and reusable. If the cabling is found to be damaged during inspection, the scope will need to expand to include re-cabling.”
- Assumption: “We assume that the client will provide all high-resolution logos and images by Week 2. Delay in receiving assets will delay the design phase.”
- Assumption: “We assume that no customization of the off-the-shelf software is required beyond the standard configuration menu.”
Tip for Success
Use this section to highlight “Unknowns.” If you don’t know the condition of a building, state “We assume the foundation is sound.” This protects you if you find cracks later.
Section 7: Dependencies (Internal and External)
Guidance for Completion
Dependencies are relationships between your project and other events or projects. Scope execution relies on these links.
Types of Dependencies
- Inward Dependency: Your project is waiting for someone else. (e.g., “We cannot start testing until the Infrastructure Team installs the servers”).
- Outward Dependency: Someone else is waiting for you. (e.g., “The Marketing Campaign project cannot launch until our Product Launch project delivers the prototype”).
Draft Example
- Dependency ID: D-01
- Description: API Access from Vendor X.
- Type: External Inward.
- Impact: We cannot build the integration module until Vendor X releases their API documentation (Scheduled for June 1st).
- Dependency ID: D-02
- Description: Office Renovation Project.
- Type: Internal Inward.
- Impact: We cannot install the Wi-Fi access points until the Office Renovation project completes the ceiling installation.
Section 8: Initial Work Breakdown Structure (High-Level)
Guidance for Completion
While a full Work Breakdown Structure (WBS) is a separate, detailed document (often an Excel file or MS Project file), the Scope Statement should include the “Level 1” or “Level 2” hierarchy. This breaks the scope down into manageable “buckets” or phases.
This provides a visual or structured summary of the work.
Structure Guide
Break the project down by Phase or by Deliverable Group.
Draft Example
1.0 Initiation Phase
- 1.1 Charter Approval
- 1.2 Team Onboarding
2.0 Design Phase
- 2.1 Wireframes
- 2.2 Graphic Design Mocks
- 2.3 Database Schema Design
3.0 Development Phase
- 3.1 Frontend Coding
- 3.2 Backend Coding
- 3.3 API Integration
4.0 Testing Phase
- 4.1 Unit Testing
- 4.2 User Acceptance Testing (UAT)
5.0 Deployment Phase
- 5.1 Training
- 5.2 Go-Live
Section 9: Change Management Approach
Guidance for Completion
Since this document defines the baseline, you must briefly state how changes to this baseline will be handled. This sets the expectation that “Scope Creep” is not allowed, but “Controlled Scope Change” is permitted.
The Statement of Process
You do not need the full change management plan here, just a summary statement.
Draft Example
“Any request to add features, change deliverables, or alter the acceptance criteria defined in this document must be submitted as a formal Change Request.
- The request will be analyzed for impact on budget, schedule, and risk.
- The Change Request must be approved by the Steering Committee.
- If approved, the project baseline (cost and time) will be adjusted accordingly.Note: Verbal requests for changes will not be accepted or executed by the project team.”
Section 10: Scope Sign-Off
Guidance for Completion
This section is critical. You need the “Business Owner” or “Sponsor” to sign this. By signing, they agree to the fence. If they ask for something outside the fence later, you can pull out this document and show them their signature.
Roles Required
- Project Manager: confirming they understand what needs to be delivered.
- Project Sponsor: confirming they agree to pay for this specific scope (and nothing more).
- Client/Customer: confirming this matches their requirements.
Signature Block
- Agreed By (Sponsor): ___________________ Date: __________
- Agreed By (Client): ____________________ Date: __________
- Acknowledged By (PM): _________________ Date: __________
Detailed Guidance on “Scope Creep” vs. “Scope Discovery”
Distinguishing the Two
It is important to understand the difference when writing this document.
- Scope Creep: Uncontrolled changes. “Hey, while you’re at it, can you paint the ceiling too?” (Bad).
- Scope Discovery: Learning more as you go. “Now that we opened the wall, we see the wiring is illegal and must be fixed.” (Necessary).
Handling Discovery in the Scope Statement
You cannot predict discovery, but you can plan for it. In your Scope Statement, under “Assumptions,” you can add a “Discovery Allowance.”
- Example: “We have allocated a ‘Scope Discovery’ budget of 10% to address unknown conditions found during the demolition phase.”
Best Practices for Writing Scope Statements
1. Use “Shall” and “Will”
Language matters.
- “Should”: Implies it is optional or a good idea. Avoid this.
- “Will” / “Shall”: Implies it is mandatory. Use these.
- Example: “The system shall generate a PDF report.” (Not “The system should generate…”)
2. Be Specific with Numbers
Avoid vague quantifiers like “some,” “multiple,” or “various.”
- Vague: “Upload various documents.”
- Specific: “Upload up to 50 GB of documents in PDF or Word format.”
3. The “Not” List
When defining a feature, it is often helpful to say what it is not.
- Example: “The search bar will index product titles and descriptions. It will not index the text inside PDF attachments.”
4. Visual Scope
If possible, attach a diagram. A “Context Diagram” is excellent for scope statements. It draws a circle (the system) and shows arrows going in and out (interfaces). Anything not connected by an arrow is out of scope. You can reference this diagram in Section 1.
Common Pitfalls to Avoid
Pitfall 1: The “Kitchen Sink”
Do not try to list every single task. That is what the schedule is for. If you list every task in the Scope Statement, you will have to update it every week. Keep it to “Deliverables.”
- Correction: Instead of listing “Draft email,” “Edit email,” “Send email,” just list “Communication Plan Execution.”
Pitfall 2: Gold Plating
Gold Plating is when the project team adds extra features that were not asked for because they think it would be “cool.” This wastes money and introduces risk. The Scope Statement is your defense against Gold Plating.
- Correction: If a developer wants to add a dark mode that wasn’t requested, point to Section 2. “Is ‘Dark Mode’ on the list? No. Then do not build it.”
Pitfall 3: Ambiguous Acceptance Criteria
“User Friendly” is the most dangerous phrase in project management.
- Correction: Change “User Friendly” to “90% of users can complete a transaction in under 3 minutes with no assistance.”
Conclusion – High Level Project Scope Statement – Free Download Word
The High-Level Project Scope Statement is the contract of understanding between the dream (what we want) and the reality (what we can build). It bridges the gap between the high-level vision of the Charter and the detailed execution of the Project Plan.
Writing a good Scope Statement is hard work. It requires negotiation. You will likely have to tell stakeholders “No” or “Not yet” many times while drafting it. This is normal and healthy. It is much better to have difficult conversations now (when it is just words on paper) than to have them six months from now (when you have spent the budget and missed the deadline).
Remember that a project without a defined scope is like a journey without a destination; you might go fast, but you will never know when you have arrived. This document defines “Arrival.”
Once signed, store this document in your central repository. Print a copy of the “Exclusions” and “Constraints” and pin them to your wall. Refer to them whenever a new requirement lands in your inbox. This document is your shield; use it to protect your team and ensure the successful delivery of value.
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A template for the High-Level Project Scope Statement. Defines project boundaries, deliverables, exclusions, constraints, and acceptance criteria to prevent scope creep.
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