Deposit Not Paid: Email Before You Start Work

The client said yes, agreed to a deposit, and is now asking when you can start—but the deposit has not arrived. Send one calm email that confirms the start date depends on the deposit clearing. Starting “just to be nice” is how deposits quietly turn into unpaid invoices.

Free template: deposit not paid yet

Send this before you begin any work. Replace every [bracket] before sending.

Hi [Client Name],

Excited to get started on [Project Name]. Quick note on timing: per our agreement, work begins once the [Deposit %/Amount] deposit (invoice [Invoice #]) is received.

I haven't seen it come through yet. Here's the link again: [Payment Link]

If it's paid by [Date], I can start on [Start Date] and keep us on track for [Delivery Date / First Milestone]. If AP needs anything (W-9, PO number, different payee details), just reply and I'll send it today.

Thanks,
[Your Name]
[Your Business]

If it's still unpaid a few days later

Hi [Client Name],

Following up on the [Deposit Amount] deposit for [Project Name]. I'm holding your [Start Date] slot until [Hold Date]. After that I'll need to move the start to the next opening, which is currently [Next Available Date].

Payment link: [Payment Link]

Happy to jump on a quick call if something changed on your end.

[Your Name]

Why the deposit email works

• It refers back to what they already agreed to, so it reads as logistics, not a demand.
• It ties the deposit to something the client wants: a start date and delivery date.
• It removes friction by resending the link and offering AP paperwork.
• The follow-up sets a clear hold date instead of an open-ended “whenever.”

What not to do

• Do not start “a little” work or send drafts before the deposit clears—that teaches the client the deposit is optional.
• Do not hold the slot forever; name the date you'll release it.
• Do not rely on a chat message—email creates the paper trail if things go sideways.
• Do not apologize for asking. The deposit was their agreement too.

Free mini-pack: 3 more follow-up templates (HTML + PDF), no signup.

Related guides

• Polite reminder to pay a deposit
• Pausing work until payment email
• Follow-up when the contract isn't signed
• When to send your first invoice
• Confirm quote changes by email

Practical communication guidance only, not legal advice. Deposit terms, cancellation rules, and collection options depend on your contract and jurisdiction.