Ask early, in writing, before the work starts. Say how much, what it covers, when it is due and when you start. Be plain: a deposit is normal for a new client or a big job. Do not apologise for it.
| Question | Short answer |
|---|---|
| When | In the quote, and again when they say yes |
| What to say | Amount, what it covers, due date, when work starts |
| In writing | In the quote and on a deposit invoice |
12 emails you can copy
Twelve emails and lines for asking for money up front. Put your own terms in the brackets, and put the same terms in your quote. Replace every [BRACKET] with a real fact.
Jump to: Asking at the startExplaining itA client who pushes backAfter you ask
- In the quoteTo book the work, I take a deposit of [AMOUNT OR PERCENT] when you accept this quote. The rest is due [WHEN]. I start on [DATE], once the deposit has reached me.
- After they say yesThank you, I would be glad to do this. To confirm your place I need a deposit of [AMOUNT] by [DATE]. Invoice [NUMBER] is attached. I start on [START DATE] once it has reached me.
- A short askBefore I start, I take [PERCENT] up front: [AMOUNT]. The invoice is attached. Thank you.
More examples, by situation
Explaining it
- What it coversThe deposit is [PART OF THE PRICE, TAKEN OFF THE FINAL INVOICE / A BOOKING FEE]. It covers [WHAT, FOR EXAMPLE, THE DATES I HOLD FOR YOU AND THE FIRST STAGE].
- Why you askI ask for a deposit from every new client. It lets me hold the dates [ADD IF TRUE: AND COVER [COSTS] AT THE START].
- Is it refundable?The deposit is [REFUNDABLE UNTIL [DATE] / NOT REFUNDABLE ONCE I START]. This is also in the quote of [DATE].
A client who pushes back
- They would rather pay at the endI understand. For a new client I need a deposit. For a client I have worked with before I can invoice at the end. [ADD IF TRUE: IF YOU WOULD LIKE TO START WITH A SMALLER DEPOSIT, I CAN DO [AMOUNT].]
- A smaller depositI can accept [AMOUNT] now and the rest in [NUMBER] stages: [STAGES AND DATES]. Please confirm by [DATE].
- A client you have worked withSince we have worked together before, I will not ask for a deposit this time. Payment is due [NUMBER] days after the invoice.
After you ask
- Deposit receivedThank you, the deposit of [AMOUNT] reached me on [DATE]. I will start on [DATE]. The next payment is due [WHEN].
- Deposit not yet paidI have not yet seen the deposit of [AMOUNT] on invoice [NUMBER]. I am holding [DATES] for you until [DATE]. If you want to go ahead, please pay by then, or tell me if you would like to move the dates.
- A staged projectThe project is paid in [NUMBER] parts: [PERCENT] to start, [PERCENT] at [MILESTONE] and [PERCENT] on delivery. Each part is invoiced when it is due.
Download these examples
The same text as this page, in one file, with the gaps ready to fill in.
What to avoid
- Starting work and hoping the deposit will come. Wait for it.
- Vague terms. Say the amount, the date and what it covers.
- A deposit that is not in the quote. Put it there before the client says yes.
- Apologising. Say it as you would say the price.
- Different terms for the same job in the email and the invoice.
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Check it, then chase it
Both are free.
Invoice Checker
What you give it: An invoice, yours or one you received, as text. It cannot read a picture or a scan.
What you get: Every line, the subtotal, the discount, the tax and the total worked out again, and every difference listed. It lists common fields that are missing and flags date, currency and rounding problems. No tax advice. Without a code tool it shows the sums by hand and says they need checking.
Late Payment Chaser (UK)
What you give it: The unpaid amount, the invoice date, and the due date if you agreed one.
What you get: What you can claim under UK late-payment law, worked out with a script and shown with official sources, and three reminder emails to send. UK business-to-business debts only. Not legal advice.
Free. It also works as a paste-in text in a chatbot; there the assistant does the arithmetic, so check its working.
How do I ask a client for a deposit?
Put it in the quote, then say it again when they accept. Give the amount, what it covers, the date it is due and when you start. Say it as plainly as you say the price.
How much deposit should I ask for?
There is no set figure. Pick one that covers your first costs and the time you hold for the client, and say it in the quote.
What if a client will not pay a deposit?
You can offer a smaller deposit or payments in stages, or decide not to start. Do not start and hope. Put whichever you choose in writing.
When should the deposit be due?
Before you start work or hold dates. Write the date in the quote and on the deposit invoice.
Questions people ask
What do I do with the [BRACKETS]?
Replace each one with a real fact. If you cannot, delete the line. Never leave a bracket in what you send.
Is a deposit refundable?
That depends on your agreement and on the law that applies to your customer. We did not read an official page on this, so we state no rule. Write your terms down before the work starts. Not legal advice.