Deposit request templates

Ask for a deposit plainly: what it holds, what it pays for, how much, and a link to pay it. Sent with the estimate or right after it is signed.

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Let Koira send it: DepositsNothing you type here is sent anywhere. Copy, then paste into your phone or email.

Deposit text

Text

Hi [Customer name], thanks for choosing [Your business] for the [Job]. To hold your start date of [Start date] and order materials, the deposit is [Deposit amount]. You can pay it here: [Pay link]

Deposit email

Email with subject line

Subject: Deposit to start your [Job]

Hi [Customer name], Thank you for signing the estimate for the [Job]. Here is how the payments work: Deposit: [Deposit amount], due now, to hold [Start date] and order materials Balance: [Balance amount], due [Balance terms] Pay the deposit here: [Pay link] Once it comes in, you will get a receipt and a confirmation of your start date. Thank you, [Your name] [Your business]

Deposit reminder

Text

Hi [Customer name], a reminder that the deposit for the [Job] is still open. Your start date of [Start date] is held until [Hold date]. Pay here: [Pay link]

When to send a deposit request

Ask for the deposit when the estimate is signed, ideally on the same page. Explain what it pays for, usually materials and holding the date. Some states limit how large a deposit can be on home improvement work, so check your state's rules before you set a percentage.

How to make it yours

Say what it covers. "To order materials and hold your date" is a reason customers accept.
Put the full schedule in writing: deposit, any stage payments and the balance.
Make it one tap to pay.
Check your state's deposit limits for home improvement work before you set an amount.

Send it automatically: Deposits

In Koira, signature and deposit sit on the same page. The customer picks an option, signs and pays the deposit from their phone, and a signed estimate with a paid deposit goes straight onto your day. If the deposit stays open, Koira has the reminder ready.

Koira's free Office plan includes estimates, invoices and card payments. See pricing for what each plan sends for you.

Last checked October 9, 2026. This page is general information, not legal or tax advice. Rules change and differ by state and city, so confirm with the agency named before you act.

FAQ

How much deposit should a contractor ask for?

Enough to cover materials and hold the date, within your state's limits. Some states cap deposits on home improvement work, so check yours.

When should I ask for a deposit?

When the estimate is signed, ideally on the same page, with a link to pay.

Is a deposit refundable?

That depends on your written terms and your state's rules. Say it plainly in the estimate or contract.

What should a deposit request say?

What the deposit covers, the amount, when it is due, the rest of the payment schedule, and how to pay.

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