Requesting a deposit is a hurdle many freelancers struggle to jump. If you've been burned by toxic clients in the past, you know that a deposit is your only real shield.
Here are three templates to request a deposit, depending on the client relationship.
Template 1: The New Client (Formal)
Use this for a client you've just closed after a discovery call.
Subject: Kickoff Details: [Project Name] - [Your Name]
Hi [Client Name],
It was great speaking with you earlier! I’m excited to get started on [Project Name].
As discussed, I’ve attached the deposit invoice for 50% of the project fee. Once this is settled, I’ll send over the detailed project timeline and we can begin the discovery phase.
You can process the payment securely via the link on the PDF invoice.
Looking forward to it!
Template 2: The "Production Calendar" Strategy
This creates a sense of urgency and professional demand.
Subject: Securing your slot for [Month]
Hi [Client Name],
Following up on our proposal! I’m currently finalizing my production schedule for the next month.
To ensure I have the dedicated bandwidth for your project, please process the 50% commencement fee by [Date]. This secures your spot in my calendar so we can launch on time.
Best regards,
Template 3: The Milestone Approach (For Large Projects)
If the project is split into Net 30 or Net 60 cycles, use this wording.
Subject: Invoice for Phase 1: [Project Name]
Hi [Client Name],
Attached is the invoice for Phase 1 (Initial Strategy & Setup).
As per our signed agreement, work on Phase 2 will begin immediately following the receipt of this payment.
Thanks!
Frequently Asked Questions (FAQ)
What if the client says 'We pay only after delivery'?
This is a standard corporate tactic. You should explain that as a boutique service provider, you require a commencement fee to cover the dedicated resources allocated to their project. If they insist, they may be a High Risk client.
Does a deposit invoice look different?
It should clearly state "Deposit Invoice" or "Phase 1: Commencement" as the primary line item. Our local-first tool allows you to customize these descriptions perfectly.
Should I send the contract and deposit invoice together?
Yes. This is the most professional way to handle onboarding. Send the contract for signature and the invoice for payment in the same email. You can verify your contract's "Deposit" clause using our AI Scanner.