How should you ask for a deposit by email?

When sending a quote, it is good practice to include a short email explaining that a deposit is required before work begins. The message should be clear, professional and reassuring. There is no need for complicated wording—simply explain that the deposit confirms the project, reserves your availability or covers the initial costs required to get started. Many professionals spend time writing these emails or worry about finding the right words. With [Siklop](/en), a professional email is automatically generated when you send your quote. It naturally introduces your deposit request and guides your client through the approval process. If needed, you can also customize the email to match your business, your communication style or the specific project.

Can you request a deposit without a quote?

Yes. It is perfectly possible to request a deposit without preparing a formal quote, for example for a simple order, a booking or a service that does not require a quotation. The important point is that your client clearly understands the amount requested and agrees to the payment terms before any work begins. However, if your business normally operates with quotes, including the deposit directly on the quote is considered best practice. Your quote becomes a clear reference document that specifies the total project value, the deposit amount or percentage, the payment terms and the remaining balance due. This reduces misunderstandings, builds trust and creates a more professional experience for both you and your client.

Can you change the deposit amount after sending a quote?

Yes, but only if your client agrees to the change. Once a quote has been sent, the deposit amount becomes part of the commercial terms you are offering. If you decide to request a higher or lower deposit, it is best to update the existing quote or issue a new one before the client approves it. If the quote has already been accepted, you should avoid changing the deposit amount unilaterally. Any modification to the payment terms should be discussed and approved by both parties to prevent misunderstandings and maintain a professional business relationship.

Is a deposit subject to VAT or sales tax?

In most cases, yes. A deposit is simply an advance payment for a product or service you are going to provide, so it generally follows the same tax rules as the final transaction. If your products or services are subject to VAT, sales tax or another indirect tax, the deposit will usually be treated in the same way. The exact rules vary depending on your country and local tax regulations. In practice, a deposit is not considered a separate service or product—it is simply part of the total amount your client pays before the project is completed.

Can you collect a deposit by credit card?

Yes, but for many businesses it is still not easy to offer this option. In most cases, a quote is sent as a PDF and the client is then asked to pay the deposit by bank transfer or check. Very few quoting solutions allow clients to pay a deposit by credit card directly as part of the quote approval process. That is exactly why we built [Siklop](/en). With **Optimized Send**, your client can review your quote, approve it electronically and pay the deposit immediately using a credit or debit card, Apple Pay or Google Pay—all from the same page. There is no need to send your banking details, wait for a bank transfer or chase unpaid deposits. Payment becomes a natural step in the quote approval process.

How can you reduce late deposit payments?

The most effective way to reduce late deposit payments is to let your client pay as soon as they approve your quote. The shorter the time between the purchasing decision and the payment, the more likely you are to receive your money quickly. Traditional workflows often require several separate steps: approving the quote, waiting for payment instructions, logging into online banking and making a bank transfer. Every additional step increases the chances that the payment will be delayed, forgotten or postponed. With [Siklop](/en), payment is built directly into the quote approval process through **Optimized Send**. Your client approves the quote and pays the deposit from the same page, without switching tools or completing additional steps. This helps you get paid faster, reduce follow-up emails and start your projects sooner.

Can a client refuse to pay a deposit?

Yes. Until your client approves the quote, they are free to reject the payment terms you propose, including the requirement to pay a deposit. They may ask you to revise the quote, negotiate different payment conditions or simply decide not to move forward with the project. In practice, this situation is relatively uncommon when the deposit amount is reasonable and clearly justified. A **30% deposit** is widely accepted across many industries because it helps reserve time, cover initial expenses and demonstrate the client's commitment without requiring full payment upfront. The key is to explain why the deposit is necessary. When it is presented as a normal part of your sales process rather than an additional constraint, clients are generally much more comfortable paying it.

Is there a recommended deposit percentage for every industry?

No. Every industry has different costs, risks and ways of working, so there is no single deposit percentage that fits every business. An emergency locksmith, a freelance software developer, a custom furniture maker and a consultant working on a six-month project all face very different financial commitments before completing their work. Before deciding how much to request, ask yourself a few simple questions. Do you need to purchase materials before starting? Is the work fully customized? Could you sell it to another client if the project were cancelled? Will the project last several weeks or months? The higher your financial exposure, the more appropriate it becomes to request a larger deposit or to introduce a payment schedule. Rather than applying the same percentage to every quote, the best approach is to adapt your deposit strategy to each project. This protects your cash flow while keeping your payment terms fair and appropriate for your clients.

What percentage deposit should you ask for on a quote?

Q: How should you display a deposit on a quote?

To avoid any confusion, a deposit should be clearly stated on your quote. It is recommended to include the **deposit percentage**, the **exact amount due**, **when the payment must be made** and **how the remaining balance will be paid**. The clearer your payment terms are, the easier it is for your client to understand your proposal and approve the quote with confidence. For example: > **Deposit due upon approval of this quote: 30% of the total amount ($900). The remaining balance is payable upon completion of the project.** This type of wording is widely used because it clearly explains what your client needs to pay before work begins. For larger or longer projects, you can also include a payment schedule showing each milestone and the amount due at every stage.

The deposit percentage to request on a quote depends on several factors, such as your industry, the total amount of the project, the costs you need to cover before starting, and the level of trust you have with your client. In practice, 30% is one of the most common deposit percentages, but depending on the situation, 20%, 40%, 50% or even 100% can also make sense.

In this guide, you will learn what percentage deposit to request on a quote, when it makes sense to ask for a higher deposit or full payment before starting the work, and how to secure your payments while keeping a professional and reassuring experience for your clients.

Is there a mandatory deposit percentage?

No, there is no universal deposit percentage that applies to every quote. In most cases, a professional can choose the deposit amount they want to request, as long as it is clearly stated on the quote and accepted by the client.

The most important thing is not only the percentage itself, but how clearly it is presented: why the deposit is requested, when it must be paid, and how it will be deducted from the final amount.

What does the law say?

The legal rules around deposits can vary depending on the country, the type of client, the nature of the service and the contract involved. In general, a deposit is a payment made in advance as part of a commercial agreement between a professional and a client.

Because rules are not identical from one country to another, it is important to clearly state your payment terms on the quote and, when necessary, check the rules that apply in your jurisdiction.

In practice, your quote should clearly include:

the deposit percentage requested;
the exact amount to be paid;
when the payment is due;
the remaining balance;
the conditions under which the service or project will begin.

Is there a maximum deposit amount?

In most cases, there is no single maximum deposit percentage that applies to every quote. A professional may request 20%, 30%, 50% or even 100% depending on the type of service, the upfront costs involved and the level of risk.

However, this does not mean you should request any amount without explanation. A deposit should remain consistent with the work being provided. The higher the percentage, the more clearly you should be able to justify it: upfront purchases, reserved time, preparation work, custom service, made-to-order product or risk of cancellation.

💡 Key takeaway
There is no universal deposit percentage for every quote. The right deposit is the one that protects your cash flow, remains acceptable for your client and is clearly stated on the quote before approval.

What is the right deposit percentage for a quote?

There is no single deposit percentage that works for every project. The right amount depends on several factors, including the value of the quote, the costs you must cover before starting, how customized the work is, and the level of trust you have in your client.

In many industries, 30% is the most commonly used deposit percentage. It has become a widely accepted standard because it provides a good balance between protecting your cash flow and keeping the payment request reasonable for your client.

That said, there is no universal rule. Adjusting the deposit to each project is often the best way to reduce your financial risk while making it easier for your client to approve the quote.

Situation	Recommended deposit	Why?
Small project (under $500)	100%	The amount is relatively small, and full payment avoids collection issues, unpaid invoices and unnecessary administration.
Returning client or trusted relationship	20%	A lower deposit is often enough when the financial risk is limited and the client has already proven to be reliable.
Most projects and services	30%	The most common deposit percentage across many industries. Clients are generally familiar with it, making it a good balance between trust and financial security.
New client or high-value project	40%	Reduces your financial exposure when working with a new client or when significant upfront costs are involved.
Project with substantial upfront costs or partially non-reusable work	50%	Recommended when you must invest significant time or money before starting, or when part of the work cannot easily be reassigned if the project is cancelled.
Fully customized product or non-reusable service	100%	Appropriate when the work is made specifically for one client and cannot realistically be sold or reused if the order is cancelled.

The most important thing is not to use the same deposit percentage for every quote, but to adapt it to the level of financial risk involved. The more time, money or resources you commit before delivering the project, the more justified a higher deposit becomes. On the other hand, when working with a trusted client and the risk is low, a smaller deposit may help build goodwill while still securing the project.

When should you request a deposit and should you offer payment installments?

The deposit amount is important, but when you request it is just as important. Asking for a deposit too late can put unnecessary pressure on your cash flow, while requesting a deposit that is too high or poorly explained may discourage some clients.

In most cases, the deposit should be requested when the quote is approved and received before any work begins. This protects your business while confirming your client's commitment to the project.

For smaller projects or short services, a single deposit followed by the final payment upon completion is usually sufficient. However, for projects lasting several weeks or months, it is often better to set up a payment schedule with multiple installments.

When should you request the deposit?

Situation	Recommendation
Small project	Request full payment or the deposit when the order is confirmed, before work begins.
Standard project	Request the deposit when the quote is approved, with the remaining balance due upon completion.
Project lasting several weeks	Request the deposit upon approval, followed by one or more milestone payments.
Long-term project	Schedule regular payments based on project milestones or progress.
Subscription or recurring service	Charge automatically at the beginning of each billing period.

Example of a payment schedule

For an $8,000 quote, splitting payments is often safer than waiting until the end of the project to invoice the full amount.

Stage	Percentage	Amount
Quote approval	30%	$2,400
Mid-project	40%	$3,200
Project completion	30%	$2,400

A payment schedule helps improve cash flow, reduces the risk of unpaid invoices and avoids having the entire project value tied to a single final payment. It is particularly useful for long-term projects, projects involving significant upfront expenses or assignments delivered over several phases.

What deposit percentage should you request for your industry?

The ideal deposit percentage varies depending on your profession. An emergency repair, a consulting assignment, a custom-made product or a long-term project all involve different levels of financial risk.

The table below provides practical guidelines to help you choose an appropriate deposit percentage based on your industry, the type of work you perform and whether a payment schedule is recommended.

Industry	Recommended deposit	Payment schedule?	Why?
Emergency locksmith	100%	No	Short, urgent jobs are typically paid immediately.
Computer repair technician	100%	No	Small one-off services where collecting payment later creates unnecessary risk.
Plumber (small repair)	100%	No	Quick repair work usually paid immediately after completion.
Plumber (renovation project)	30%	Yes	Materials must be purchased and work is completed over several days.
Electrician (small jobs)	30%	No	Short projects with limited upfront costs.
Electrician (large installation)	30–40%	Yes	Longer projects involving materials, labor and multiple phases.
Painter (small project)	30%	No	Helps secure the booking without creating unnecessary friction.
Painter (large project)	30%	Yes	Recommended for projects lasting several days or weeks.
Mason	30%	Yes	Construction work is usually completed in multiple stages.
Carpenter (small project)	30–40%	Depending on the project	Depends on material costs and project duration.
Carpenter (large project)	40%	Yes	Significant upfront material purchases and scheduling commitments.
Roofer	30–40%	Yes	Roofing materials are expensive and projects are often completed in stages.
Cabinet maker	40%	Yes	Requires purchasing materials and preparing components before installation.
Custom furniture maker	50%	Yes	Custom-built products are difficult to resell if the order is cancelled.
Landscaper (maintenance)	100%	No	Short maintenance visits are generally paid immediately.
Landscaper (full project)	30–40%	Yes	Includes plants, materials and labor over several weeks.
HVAC installer	40%	Yes	Equipment is often expensive or ordered specifically for the client.
Air conditioning installer	40%	Yes	Installation requires equipment purchases and multiple project stages.
Photographer (portrait session)	30%	No	Secures the booking and reserves the appointment.
Wedding or event photographer	30–50%	Yes	The reserved date cannot easily be replaced if cancelled.
Videographer	30–50%	Yes	Covers equipment preparation, filming and post-production.
Graphic designer	30–50%	Yes	Depends on how customized the work is and the number of deliverables.
Freelance developer	30%	Yes	Projects are typically delivered through milestones.
Web agency	30%	Yes	Projects usually include design, development and delivery phases.
Consultant	20–30%	Yes	Long-term advisory work is often billed in stages.
Trainer	30%	Depending on duration	Preparation time and reserved training dates justify a deposit.
Coach (single session)	100%	No	Payment is generally collected before the session.
Coach (long-term program)	30%	Yes	Initial deposit followed by scheduled payments throughout the program.
Architect	30%	Yes	Architectural services are usually completed in successive phases.
Interior designer	30–40%	Yes	Covers planning, sourcing and project coordination.
Caterer (small event)	50%	No	Food must be purchased and prepared specifically for the event.
Caterer (large event)	50%	Yes	Covers reservations, staffing and significant upfront purchases.
Equipment rental business	100%	No	Reserves equipment and dates that may not be available for other customers.
Custom craft business	50–100%	Depending on the project	Custom-made products are often impossible to resell if the client cancels.

These percentages are guidelines rather than strict rules. If your profession is not listed above, apply the same principle: the more money, time or resources you commit before completing the work—and the harder it would be to reuse or resell it—the higher your deposit should be or the more you should consider using a payment schedule.

How should you display a deposit on a quote?

Once you have chosen the right deposit percentage, it should be clearly displayed on your quote. Your client should immediately understand how much must be paid, when the payment is due and how much will remain to be paid once the project is completed.

The wording can remain simple. For example:

Deposit due upon approval of this quote: 30% of the total amount.
The remaining balance is payable upon completion of the project.

The goal is to avoid any ambiguity. The clearer your payment terms are, the easier it is for your client to approve your quote with confidence.

For a complete guide on how to present a deposit request professionally, read our article: How to ask for a deposit on a quote.

How to get paid faster?

Requesting a deposit is one of the best ways to protect your cash flow. In practice, however, the biggest challenge is often not deciding how much to request, but getting your quote approved and collecting the payment quickly. Sending the quote, waiting for approval, sharing your bank details, following up and confirming the payment can easily delay the start of a project by several days.

That's exactly why we created Siklop. Our goal is to bring quote creation, electronic approval and online payments together into a single workflow, making it easier for freelancers, contractors, agencies and small businesses to get paid faster.

With Siklop, you can create a quote for free, choose any deposit amount you want and send it using our Optimized Send feature. Your client can review the quote, approve it electronically and immediately pay either the deposit or the full amount using a credit or debit card, Apple Pay or Google Pay. Payments are securely processed by Stripe and transferred directly to your account.

If you'd like to learn more, check out these guides:

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👉 Create Your First Quote for Free with Siklop

Common mistakes to avoid

Even if you ask for a deposit, a few common mistakes can reduce its effectiveness or increase the risk of late or unpaid invoices. Here are the ones professionals encounter most often—and how to avoid them.

Requesting a deposit that is too low

Some professionals ask for only 5% or 10% because they worry a larger deposit might discourage potential clients. However, if you need to purchase materials, reserve time in your schedule or invest significant resources before the project begins, such a small deposit offers very little financial protection.

Your deposit should always reflect the level of financial risk involved. The more money, time or resources you commit before getting paid, the higher the deposit should generally be.

Starting work before receiving the deposit

This is one of the most common mistakes. Many professionals begin working as soon as the quote has been approved, expecting the client to send the deposit a few days later.

Until the deposit has actually been received, however, you are carrying the entire financial risk. Whenever possible, wait until the payment has cleared before ordering materials, reserving production time or starting the project.

Forgetting to issue a deposit invoice

Receiving a deposit is only part of the process. Depending on your country, your tax obligations and the type of work you perform, you may also need to issue a deposit invoice that complies with local regulations.

Preparing the correct documents from the start makes your accounting easier and helps avoid mistakes when issuing the final invoice.

Confusing a deposit with a down payment or earnest money

These terms are sometimes used interchangeably, but they can have different legal meanings depending on your country and the type of contract.

In many jurisdictions, a deposit represents a partial payment toward the final price, while other forms of advance payment or earnest money may have different legal consequences if either party cancels the agreement. Before preparing your quotes or contracts, make sure you are using the terminology that is appropriate for your local regulations.

Conclusion

There is no single deposit percentage that works for every quote. The right amount depends on your industry, the upfront costs you need to cover, the level of trust you have in your client and the financial risk you are willing to take before starting the project.

For most businesses, 30% is an excellent starting point, but some situations justify requesting 20%, 40%, 50% or even full payment before work begins. Rather than applying the same percentage to every quote, the best approach is to adapt your deposit strategy to each project.

The deposit itself is only part of the process. The way you send your quotes, collect approvals and receive payments can have just as much impact on your cash flow and the overall experience you provide to your clients. A smooth, professional workflow helps you get paid faster, reduce administrative work and secure more projects.

If you'd like to create professional quotes, choose any deposit percentage, collect online approvals and receive payments from a single platform, discover Siklop and create your first quote for free.

Many professionals feel uncomfortable asking for a deposit. Some worry that it might make them appear distrustful, while others fear it could discourage a potential client from accepting the quote. In reality, the issue is rarely the deposit itself—it is usually how the request is presented.

When you ask for a deposit manually by phone or email, it can feel like you have to justify your request. By contrast, when the deposit is built directly into the quote approval process, clients naturally see it as another step in completing their purchase rather than an awkward payment request.

That is exactly the approach behind Siklop. With Optimized Send, your client reviews the quote, approves it electronically and pays the deposit from the same page. There is no need to request payment separately or send follow-up emails. The deposit becomes a natural part of the approval process, creating a smoother, more professional experience for both you and your client.