Small Bot Fix Templates Ask a client for a deposit

How to ask a client for a deposit

What this does

This page gives you ready-to-copy wording to ask a client for a deposit before you start: one for a new project quote, and one for raising it with a client you already work with. Copy it and fill in the [brackets]. If the deposit invoice is then paid late, the free Small Bot Fix reminder writer will write the follow-ups. It's a fixed template, not legal advice. Free, no sign-up.

Copy-ready wording for asking a client to pay a deposit before work starts, whether it's a new project or a client you've worked with for years.

A deposit protects you from the clients who disappear, and it filters out the ones who were never going to pay. Most good clients expect it. The trick is to ask once, early and as a normal part of how you work, not as a sign that you don't trust them.

The templates

Words in [square brackets] are for you to fill in.

New project: deposit in the quote email

Subject: Quote for [project]: [total amount]

Hi [client name],

Thanks for the details. Here's the quote for [project]: [total amount], covering [what's included in a few words].

How I work: a [50]% deposit ([deposit amount]) books your start date, and the balance of [balance amount] is due on [delivery / a date]. I start as soon as the deposit is paid.

You can pay the deposit here: [pay link]

Once it's in, I'll confirm the start date of [start date] and send you [first step, e.g. the first draft] by [date].

Any questions, just reply.

Thanks,
[your name]

Existing client: introducing deposits

Subject: A small change to how I book projects

Hi [client name],

A quick heads-up before our next project. From [date], I'm asking for a [30]% deposit to book new work, with the balance due on delivery as usual. It lets me hold dates for clients and plan my schedule properly.

For [next project], that's [deposit amount] to book [start date]. Here's the link when you're ready: [pay link]

Nothing else changes. Thanks for working with me, and let me know if you have any questions.

Best,
[your name]

Nudge: deposit not paid yet

Hi [client name], just checking you got the deposit link for [project]. I'm holding [start date] for you until [date]; after that I may need to offer the slot to someone else. Link: [pay link]. Thanks, [your name]

Tips

Put the deposit in writing in the quote or contract, with the amount, what it books and when the balance is due.
Say whether the deposit is refundable, and when. Don't assume: refund rules can depend on your contract and your state.
Common amounts are 25% to 50% for projects, and the first month in advance for retainers. Pick what fits your work and stick to it.
Send a pay link in the same email. Every extra step gives the client a reason to wait.
Don't start until it's paid. Starting "just to get ahead" teaches the client the deposit is optional.
If the client asks for extra work later, quote it before you start with the free scope-creep reply writer.

Chase a late invoice If the deposit or the balance is paid late, the free reminder writer drafts the day 3, 7, 14 and 30 follow-ups. No sign-up.

Quick answers

How do I ask a client for a deposit?

Make it part of the quote: state the deposit amount and percentage, what it books (your start date), when the balance is due, and include a pay link. Say you start once it is paid. Keep the tone matter-of-fact, as a normal way you work.

How much deposit should a freelancer ask for?

Many freelancers ask for 25% to 50% of a project up front, or the first month in advance for a retainer. Larger or longer projects are often split into milestones, each paid before the next starts.

Should a deposit be refundable?

That's your choice, but say it in writing before the client pays. Whether a non-refundable deposit holds up can depend on your contract and your state, so ask a lawyer if a lot of money is involved.

This is a fixed template and general information, not legal advice. Rules on debts, collections and contracts vary by state; for your situation, ask a lawyer or your local small business advisers.

More templates

Not sure where to start? Read how to chase a late invoice, a short checklist.