Asking for a deposit is a standard—and smart—part of locking in new projects and protecting your cash flow.
Still, finding the right words can feel tricky. Referring to a template removes the guesswork, giving you a solid foundation to write a clear and effective deposit request email.
Don't bury the lede. Your subject line and opening sentence should make it obvious that this is a deposit request. State the exact amount due and the payment deadline clearly to avoid any confusion.
Briefly explain why the deposit is necessary. Mentioning that it secures their spot in your schedule or covers initial project costs adds a layer of transparency and professionalism that clients appreciate.
Remove any friction from the payment process. Include a direct link to an invoice or payment portal. The fewer steps a client has to take, the faster you'll get paid.
Tell them what happens after they’ve paid. Whether it’s scheduling a kickoff call or receiving a project timeline, outlining the next step gets them excited and confirms their payment has kickstarted the project.
<template>
Subject: Action Required: Deposit for [Project Name]
Hi [Client Name],
I'm excited to get started on [Project Name]. To officially kick things off and secure your spot in my calendar, the first step is to pay the initial deposit.
The deposit is [Deposit Amount], which is [Percentage]% of the total project cost. This payment covers initial expenses and reserves my time to focus on your project. You can pay the deposit securely through this link: [Link to Invoice or Payment Portal].
Please submit the payment by [Due Date] to ensure we stay on our projected timeline. Once the deposit is received, I will [Next Step, e.g., schedule our kickoff call, send over the project brief for your review].
Looking forward to creating something great together.
All the best,
[Your Name]
[Your Position]
[Your Company]
[Your Website]
</template>
<template>
Subject: Reminder: Overdue Deposit for [Project Name]
Hi [Client Name],
I'm writing to follow up on the deposit invoice for [Project Name]. The payment of [Deposit Amount] was due on [Original Due Date].
To keep the project on track and avoid any delays, please submit the payment as soon as you can. You can access the invoice and pay securely here: [Link to Invoice or Payment Portal].
If you’ve already made the payment, please disregard this message. Let me know if you have any questions.
Best,
[Your Name]
[Your Position]
[Your Company]
[Your Website]
</template>
<template>
Subject: We've Received Your Deposit for [Project Name]
Hi [Client Name],
This is to confirm we've received your deposit of [Deposit Amount] for [Project Name]. Your project is now officially underway.
Here’s what you can expect next: [Outline of Next Steps, e.g., I will send a calendar invite for our kickoff call shortly, You'll receive the project brief by end of day, etc.].
You can view the updated invoice, which reflects your recent payment, here: [Link to Updated Invoice].
We're excited to partner with you on this.
Best,
[Your Name]
[Your Position]
[Your Company]
[Your Website]
</template>
<template>
Subject: Action Required: Partial Deposit for [Project Name]
Hi [Client Name],
We're reaching the next milestone for [Project Name], and it's time for the next installment of the project fee.
This payment of [Deposit Amount] covers [Specific work or milestone, e.g., the design phase, purchase of materials]. You can pay the deposit securely through this link: [Link to Invoice or Payment Portal].
Please submit the payment by [Due Date] so we can move forward with the next phase without any interruptions. Once paid, we will [Next Step, e.g., begin the development phase, schedule our design review].
Let me know if you have any questions.
Best,
[Your Name]
[Your Position]
[Your Company]
[Your Website]
</template>
<template>
Subject: Project Complete: Final Payment for [Project Name]
Hi [Client Name],
I'm happy to let you know that [Project Name] is now complete. We've wrapped up the final touches and are ready to hand everything over.
To finalize the project, the last step is to settle the remaining balance of [Final Amount]. You can view and pay the final invoice here: [Link to Final Invoice].
Once the payment is processed, I will send over all the final deliverables, including [List of Final Deliverables, e.g., all high-resolution files, login credentials, final report].
It was a pleasure working with you on this project. Let me know if you have any questions.
All the best,
[Your Name]
[Your Position]
[Your Company]
[Your Website]
</template>
While these templates give you the right words to say, Flodesk gives you a simple and effective way to send them. We offer intuitive email marketing tools for small businesses, helping you send and automate communications that engage your clients. You don’t need coding or design skills to create professional emails that get your invoices paid and projects started.
Flodesk is trusted by thousands of businesses to send clear, well-designed emails. Our platform gives you everything you need for effective email marketing, from a straightforward email builder and powerful automations to clean, simple forms. We handle the technical side so you can focus on your clients and your craft.
A clear deposit request sets the tone for a professional client relationship and ensures your projects start smoothly. These templates provide a reliable script, so you can communicate with confidence and get back to your work.
Ready to put these templates into action? Sign up for Flodesk to send well-designed emails that get your projects funded and underway.
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