Deposit request email templates
Ask for the deposit as soon as the customer approves the quote: the amount in dollars and as a percentage, the due date, how to pay, and what the payment unlocks, such as holding the start date or ordering materials. Say in writing whether the deposit is refundable, and check your state's rules: some states cap deposits for home improvement work.
By Alvyn Detavernier, founder · published
When to use it
- A customer just signed a quote for a project or service.
- You're starting custom fabrication or ordering special materials.
- You're holding a date for an event, a shoot or a venue.
- A B2B project is billed in milestones.
- The customer is new and you have no payment history with them.
The templates, ready to copy.
Replace the parts in brackets with your details, proofread, send.
Template 1
Homeowner, at signing
Subject: Deposit of $[amount] to get [project] started
Hi [First name], Thanks for approving quote #[number]. To lock in your [date] start and order materials, we ask for a [percent]% deposit, $[amount], by [due date]. You can pay: - by card: [payment link] - by ACH or check, using the details on the attached deposit invoice. The deposit is applied to your final invoice. Our refund terms are in section [number] of the agreement you signed. Thanks, [Full name], [Company name]Template 2
B2B deposit invoice
Subject: Deposit invoice #[number]: [project]
Hi [First name], Following the signed proposal dated [date], attached is deposit invoice #[number]: Amount: $[amount] ([percent]% of the total) Due: [date] For: kickoff of [project], scheduled for [date] We'll assign the team once payment is received. The deposit will be credited on the final invoice. Best regards, [Full name] [Title], [Company name]Template 3
Holding a date (retainer)
Subject: Holding [event date] for you: retainer details
Hi [First name], We'd love to be part of your [event] on [date]. To hold the date, we require a $[amount] retainer by [deadline]: [payment link]. As stated in our agreement, the retainer is non-refundable if you cancel, because we turn away other bookings for that date. If we ever have to cancel, you'll get a full refund. If we don't receive it by [deadline], the date will be released. Best, [First name], [Company name]Template 4
Reminder: deposit not received
Subject: Your [project] deposit: start date at risk
Hi [First name], Unless I've missed it, we haven't received the $[amount] deposit requested on [date] for [project]. To keep your [date] start, we'll need payment by [new deadline]. After that, we'll have to move you on the schedule and release the slot. If you've already sent it, please disregard this note. The payment link is still here: [link]. Thanks, [Full name]Template 5
Sale closed in the customer's home
Subject: Your [date] agreement: your right to cancel and next steps
Hi [First name], Thanks for signing with us during our visit on [date]. Because the sale was made in your home, you have the right to cancel until midnight on [third business day after signing], as explained on the cancellation form we left with you. If you cancel, any payment will be refunded within 10 days. Your start date stays [date], and the deposit of $[amount] is payable via [link]. Best, [Full name], [Company name]Template 6
Milestone billing
Subject: Milestone 2 approved: invoice for $[amount]
Hi [First name], Milestone [number], [milestone name], was approved on [date]. Thanks for the quick review. As outlined in the proposal, here's the matching invoice: - Amount: $[amount] ([percent]% of the project) - Due: [date] Next milestone: [name], scheduled for [date], followed by the final invoice of $[amount]. Best, [Full name]
Tips to make it work.
- Give the amount in dollars and as a percentage, and say what it unlocks. People pay faster when they see what their payment does.
- Spell out refundability in the agreement and the email: refundable, non-refundable, or refundable minus costs already incurred.
- In California, a home improvement down payment can't exceed $1,000 or 10% of the contract price, whichever is less, and the contract must say so. Other states have their own contractor rules.
- If you close the sale in the customer's home, the FTC Cooling-Off Rule generally gives them until midnight of the third business day to cancel sales of $25 or more, and you must give them the cancellation forms.
- Put payment details on the invoice, offer a payment link, and never announce new bank details by email alone.
- Example schedule: 30% at signing, 40% at the midpoint, 30% at completion. Adjust it to your material costs and cash flow.
Mistakes to avoid.
- Calling it a "deposit" without saying whether it's refundable, then arguing about it after a cancellation.
- Starting work or ordering materials before the payment clears.
- Asking for more than your state allows on residential contracts.
- Requesting 100% upfront with no reason, which scares off careful buyers.
- No due date, which leaves the booking in limbo for weeks.
Frequently asked questions.
How much of a deposit should I ask for?
Is a deposit refundable?
What's the difference between a deposit and a retainer?
Can I take a deposit on a sale made at the customer's home?
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