How to ask clients for a deposit before starting a job

You order the materials, pay the supplier, block two weeks in your diary, and the client has not paid a penny yet. If the job is cancelled or the client pays late, you carry the whole risk. Asking for a deposit fixes that, and most clients accept it without discussion when it is presented well. Here is when to ask for one, how much, and how to word it.

Why a deposit protects you

A deposit does three things at once:

• it funds the materials you buy for this specific client;
• it confirms the commitment: a client who has paid is far less likely to cancel or disappear;
• it reduces your exposure if the final payment is late.

It also filters requests. A client who refuses any deposit on a large job is telling you something about how the rest of the relationship may go.

When to ask for one

You do not need a deposit on every job. I recommend asking for one when:

1. 1materials make up a large part of the price and are bought specifically for the job;
2. 2the job blocks your diary for several days or weeks;
3. 3the items are made to measure or cannot be returned;
4. 4you are working for a new client with no payment history.

For a short call-out paid on completion, a deposit usually adds friction for little benefit.

How much to ask for

There is no single right figure: it depends on your trade, the share of materials in the price, and sometimes on local rules or customs. A practical approach:

• cover at least the materials you will buy before starting;
• for long jobs, combine a deposit with stage payments tied to visible progress;
• keep the balance due on completion, so the client still has a reason to confirm the work is finished.

Whatever you choose, check whether any rules in your country limit or regulate deposits for consumer contracts in your sector.

Put it on the quote, not in a later email

The deposit should appear on the quote the client signs, with:

• the amount or percentage;
• when it is due, for example on acceptance or before the start date;
• how to pay it;
• what happens to the start date if it is not paid.

A simple wording works best: "A 30% deposit is due on acceptance of this quote so we can order your materials. Work starts once the deposit is received." A plain sentence reads as normal practice, not as distrust.

Issue a deposit invoice

When the deposit is paid, issue an invoice for the deposit, referring to the accepted quote. It gives the client a proper record of what they paid and keeps your accounts clean. The final invoice then shows the full price and deducts the deposit already paid, so the client only pays the balance.

Our checklist on what to put on an invoice covers the details both invoices need.

Handling objections

Some clients hesitate. A few calm answers usually settle it:

• "Why do you need money up front?" "It pays for the materials I order for your job."
• "The last contractor didn't ask." "It's how I secure your start date and your materials."
• "Can we lower it?" Offer to reduce it, or let the client buy certain materials directly, rather than dropping it altogether.

If a client still refuses on a large job, you can decide the job is not worth the risk. That is a business decision, not a failure.

Make paying easy

The faster the deposit arrives, the sooner you can order. A payment link on the invoice lets the client pay in seconds from their phone. If payment is late, a polite reminder a few days after the due date usually does it; our guide on chasing late payers has the wording.

Summary