How to ask a freelance client for a deposit (free email templates)

Asking for money up front feels awkward on your first project. It doesn’t have to. Below: when a deposit makes sense, how much people commonly ask for, three copy-paste emails, and what to do if the client pushes back.

Plain-language templates, not legal or tax advice. Payment rules and customs differ by country and industry.

When to ask for a deposit

New client, no history. A deposit is the simplest way to confirm both sides are serious.
You’re blocking time. If you turn down other work to fit the project in, the deposit holds the slot.
You’ll spend money first. Stock photos, fonts, software or travel bought for the project.
Fixed-price projects. Splitting the price into a start payment and later payments keeps both sides even.

How much to ask for

Many freelancers ask for somewhere between a quarter and half of the project price before starting, and the rest on delivery or at milestones. Small projects are often paid 50/50; longer ones are often split into three or more payments. Pick a split you can explain in one sentence and put it in your proposal before the client says yes, so the deposit is never a surprise.

Example split for a $1,200 project: $600 to book the start date, $600 on delivery of the final files. Or $400 to start, $400 at the first draft, $400 at handover.

Email 1: the deposit invoice, right after the yes

Subject: [PROJECT] - deposit invoice and start date

Hi [NAME],

Thanks for going ahead with [PROJECT]. I'm looking forward to it.

As we agreed in the proposal, the first payment is [AMOUNT] ([PERCENT]% of [TOTAL]). The invoice is attached / here: [LINK]. Once it's paid, I'll lock in [START DATE] and send the first-week plan.

The remaining [AMOUNT] is due [WHEN, e.g. on delivery of the final files].

Any questions about the invoice, just reply here.

Thanks,
[YOUR NAME]

Email 2: friendly reminder before the start date

Send this two or three days before the start date if the deposit hasn’t arrived.

Subject: Re: [PROJECT] - deposit invoice and start date

Hi [NAME],

Quick check-in: I haven't seen the deposit for [PROJECT] come through yet. No rush on your side, but I can only hold [START DATE] once it's in, since I'm booking other work around it.

Here's the invoice again: [LINK]. If anything about it needs changing (billing name, PO number, payment method), tell me and I'll reissue it.

Thanks,
[YOUR NAME]

Email 3: when the client asks to skip the deposit

Subject: Re: [PROJECT] - payment schedule

Hi [NAME],

Totally understand wanting to see work first. I ask every new client for a start payment because it reserves the time on my calendar.

Two options that might work better for you:
1) A smaller first payment of [SMALLER AMOUNT], with the rest split across [MILESTONES].
2) A paid first step, [SMALL BOUNDED PIECE, e.g. the homepage draft], for [AMOUNT]. If you like it, we continue with the full project.

Happy to go with whichever suits you.

Thanks,
[YOUR NAME]

Five habits that make deposits painless

Write the payment split into the proposal and scope of work, not just the invoice.
Don’t start work until the deposit lands. Say so kindly, once.
Make paying easy: one link, the amount in the subject, and your business details on the invoice.
Log every invoice and due date, so reminders go out on time (see invoice follow-up emails for late final payments).
Price the project first with the free price calculator, so the deposit is a clean share of a number you trust.

Want the worksheets for the whole first project?

The Freelance First-Client Kit covers the part after someone says yes: client intake, discovery notes, a proposal outline, scope notes, a first-48-hours checklist and an invoice due-date log, as Markdown + CSV twins for Google Sheets or Excel. 21 files, $27 one-time. These emails stay free either way.

Get the worksheet kit — $27

Worksheets, not contracts. No income claims, no testimonials, no guaranteed results.