Ask for a deposit
Use after the proposal is accepted.
Great, I’m looking forward to working together. The [50%] deposit is due before work begins. Once it arrives, I’ll confirm your start date and send the project schedule: [payment link].
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Twelve short starting points for deposits, late payments, change requests, and scope creep. Replace the brackets, check the facts, and make the tone yours.
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Deposit due before kickoff
Use when kickoff is close but the deposit is missing.
A quick reminder that the deposit for [Project] needs to arrive before our [date] kickoff. Here’s the payment link: [link]. If it arrives after [date], I’ll confirm the next available start slot.
Find the accounts-payable contact
Use before the first invoice.
Before I send the first invoice, who should receive it? Please share the accounts-payable email and any PO number, vendor form, or billing detail you need included.
Confirm what is not included
Use in a proposal or project email.
This scope includes [deliverables] and [number] revision rounds. New deliverables, extra revisions, rush work, and items not listed here will be quoted separately and require written approval before work begins.
Polite overdue nudge
Use one day after the due date.
Hi [Client], invoice [number] for [amount] was due on [date] and may simply have slipped through. Here’s the payment link again: [link]. Could you confirm when it will be sent?
Ask for a specific payment date
Use when “next week” is too vague.
Thanks for the update. Which date should I record for payment? If it hasn’t arrived by then, I’ll continue from the current step in my reminder process.
Offer a short payment plan
Use when the client says cash flow is the issue.
I can consider a short written payment plan. Please propose the amount and date of each payment, with the balance cleared by [final date]. I’ll confirm in writing if that works.
Late-fee reminder
Use only when agreed in writing and lawful.
Invoice [number] is now [days] days overdue. Under clause [number] of our signed agreement, the agreed late fee applies from [date]. I’ve attached the updated invoice. Please pay [total] by [date]: [link].
“One quick favor”
Use when the request is small but still extra.
Happy to help. That sits outside the agreed scope, so I’ll treat it as a change request: [price], with [timeline impact]. Reply “approved” and I’ll schedule it.
Meaningful add-on mid-project
Use when a request changes price and timing.
That could be useful, and it’s a meaningful addition: approximately [price] and [days]. We can add it now and move the deadline to [date], or finish the current scope and plan it as phase two. Which do you prefer?
Extra revision round
Use after included rounds are complete.
We’ve now used the [two] revision rounds included in the scope. Another round is [price] and adds [time] to the schedule. Would you like me to send the change request?
No approval, no start
Use when a request is discussed but not approved.
I’ve sent change request [CR-01] with the price and schedule impact. I’ll hold off on that work until you approve it in writing, so there are no surprise costs or deadline changes.
Check every bracket and fact before sending. Late fees, work pauses, and collection options depend on your agreement and local law. This is not legal advice.
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