How to Ask for a Deposit Before Starting Work (Email Templates)

The easiest time to get paid is before you start. A deposit filters out clients who were never going to pay, covers your costs if the project gets cancelled, and sets the tone that invoices here get paid on time. Most freelancers skip it because asking feels awkward. It is not, if you present it as the normal way you work and make paying it a one-click step.

Make the deposit feel standard, not personal

• State it as policy: "I take a 50% deposit to reserve your start date." Not "would you mind...".
• Tie it to something concrete: booking their slot in your calendar, buying materials, or blocking time.
• Send the deposit invoice together with the agreement so both get handled in one sitting.
• Give a date: the start date holds only once the deposit lands.

How much to ask for

• Small projects (under about $1,000): 50% or even 100% upfront is common.
• Larger projects: 30 to 50% upfront, the rest split by milestone.
• Retainers: bill the month in advance.
• Whatever you choose, write it in the proposal so the email is only a reminder of what they already saw.

Free template 1: Deposit request with the proposal

Replace every [bracket] before sending.

Hi [Client Name],

Thanks again for the call. The proposal for [Project Name] is attached: [Scope Summary], delivered by [Delivery Date], total [Total Price].

To get started, here is how I work:
- [Deposit %] deposit ([Deposit Amount]) to reserve your start date
- the remaining [Balance Amount] due on delivery

If everything looks right, sign the agreement here: [Agreement Link]
and pay the deposit here: [Payment Link]

As soon as both are in, I will lock in [Start Date] and send a kickoff email.

Best,
[Your Name]

Free template 2: Client said yes: send the deposit invoice

Replace every [bracket] before sending.

Hi [Client Name],

Great to hear you want to go ahead with [Project Name].

Attached is the deposit invoice [Invoice #] for [Deposit Amount] ([Deposit %] of the total). You can pay by card or bank transfer here: [Payment Link].

I am holding [Start Date] for you until [Hold Until Date]. Once the deposit arrives, I will confirm the start date and send over what I need from you to begin.

Thanks,
[Your Name]

Free template 3: Client pushes back on paying upfront

Replace every [bracket] before sending.

Hi [Client Name],

Totally understand the question. I ask every client for a deposit because it is how I reserve time for a project and turn down other work for those dates.

If [Deposit %] upfront is difficult, I can do [Alternative, e.g. a smaller deposit of X with the rest split across two milestones]. What I cannot do is start without any payment in place.

If either option works for you, I will send the updated invoice today and we can still start on [Start Date].

Best,
[Your Name]

Free sample: try one email from the full pack before you buy.

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

Related guides

• Polite reminder to pay the deposit
• Deposit not paid: can I start work?
• Kickoff email after the deposit is received
• Follow-up after sending a contract
• Milestone payment overdue

Not legal advice. These are practical communication templates for freelancers and small service businesses. For disputed or large debts, talk to a lawyer in your jurisdiction.