How to ask a client for a deposit by email

A deposit is a start condition, not an extra. The email should say plainly that you will schedule the work once it arrives, and it should make paying as simple as possible.

Say this as a fact about your process, not a threat. Most clients are glad to know exactly what happens next.

Customise this email

What to include, and what to leave out

Include

The amount, the invoice number and the date it was due.
A payment link, so the client doesn't have to ask how to pay.
What happens when it arrives: the start date, or the slot you are holding for them.

Leave out

Starting work without the deposit and then chasing it. It undoes the reason for asking.
Vague wording like "when you get a chance". Name the date that affects your calendar.
Claiming you will release the slot unless that is true and in your terms.

Three versions to copy

Same situation, three tones. Start with the calm one and move to the next only if you need to. The names, dates and amounts are examples; swap in your own below.

Calm

Subject: Kicking off the Northside website

Hi Dana,

Following up on my note from Tue 6 Oct about the Northside website. I'm looking forward to getting started. The only thing between us and kickoff is the deposit ($600) on invoice 112. You can pay it here: https://pay.example.com/inv/112

If you need the invoice resent or different payment details, tell me and I'll sort it.

Thanks,
Sam

Clear

Subject: The Northside website: deposit still open

Hi Dana,

Following up on my note from Tue 6 Oct about the Northside website. The deposit ($600, invoice 112) was due on Mon 5 Oct and I haven't received it. I schedule work once the deposit is in, so the start date moves until then. You can pay it here: https://pay.example.com/inv/112

If something is holding it up, tell me and I'll help sort it out.

Thanks,
Sam

Firm but polite

Subject: The Northside website: holding your start date

Hi Dana,

Following up on my note from Tue 6 Oct about the Northside website. The deposit ($600, invoice 112) was due on Mon 5 Oct and remains unpaid. As set out in our agreement, I haven't started work, and I can only hold your slot a little longer before I give it to the next project. You can pay it here: https://pay.example.com/inv/112

If timing has changed on your side, reply and we'll find a new start date together.

Thanks,
Sam

This version mentions pausing work. Keep that line only if it's true and covered by your agreement.

How often to follow up

A pattern many freelancers use. Every business and client differs, so adjust it.

01When you send the proposal or invoice. State that work starts when the deposit arrives.
02On the due date. The calm version with the payment link.
03About 3 and 7 days after. The clear version, naming the start date it affects.
04About 10 to 14 days after. The firm but polite version: the slot is held for a short while longer.
05After that. A call, or an honest note that you can reschedule once the deposit is in.