Three messages to ask for a deposit before a job: with the estimate, at signing, and a reminder if the payment does not arrive.
A deposit protects your cash flow, pays for materials you order and commits the customer: a job booked with a deposit is rarely canceled the day before. Many independent pros hesitate to ask, afraid of scaring people off. It works the other way: it shows you are a serious business.
The key is to state it from the estimate onward, as a matter of course, with an amount and a date. Asked for at the last minute, it looks like distrust.
How much to ask for
Somewhere between 20 and 40%, depending on how much of the job is materials, is the most common practice. For a service with nothing to buy upfront, 30% is enough to commit the customer without putting them off.
Check your state's deposit rules
Some states cap how much a contractor can collect upfront. In California, for example, the down payment on a home improvement contract is limited to 10% of the price or $1,000, whichever is less. Check the rule for your state and trade before you set the amount.
When to use it : The deposit appears in the estimate AND in the message that goes with it. The customer should never discover it later.
Subject : Your estimate for [job]
Hello [first name],
Attached is the estimate for [job], for a total of [amount].
To reserve the dates and order materials, I ask for a deposit of [percentage]%, or [amount], at signing. The balance is due [on completion / when you receive the invoice].
Let me know if you have any questions.
Best regards,
[your first name]
Template 2 of 3
At signing, with payment details
When to use it : As soon as the estimate is signed. Everything needed to pay is in the message, with no attachment to dig up.
Subject : Deposit for [job]
Hello [first name],
Thank you for your trust, I received the signed estimate.
To lock in the start date of [start date], please send the deposit of [amount]:
Payment options: [bank transfer details / payment link / check payable to]
Reference: [estimate number]
As soon as it arrives, I will confirm the schedule.
Best regards,
[your first name]
Template 3 of 3
The reminder if the deposit does not arrive
When to use it : A week before the planned start. It explains that the dates depend on it, without sounding reproachful.
Subject : Reminder: deposit for [date]
Hello [first name],
A quick reminder: I have not yet received the [amount] deposit for your project scheduled on [date].
The dates are held for you until [deadline]. After that, I will unfortunately need to offer them to another customer.
If you have already sent the payment, please disregard this message.
Best regards,
[your first name]
With Standin
Or you could stop writing them
Standin reads your clients' messages while you work, fills in their record and drafts the reply in your words. You read it over and send. Free to start, no card needed.