How to ask for a contract signature and deposit without fear

Updated October 2022

I just saw this Facebook post the other day by a new entrepreneur, and I’m sure it’s a familiar scenario we’ve all experienced or heard about.

She asked how to deal with a client who had “decided to go with someone else” after she, the designer, had already sent multiple drafts and even a final design. The kicker? She hadn’t even collected a deposit or made the client sign a contract.

Why? She said it sounded “so unprofessional” to ask for those upfront before doing any work.

My heart ached for that girl, because I know how it feels to have hours and hours wasted on a client, but at the same time I wanted to (gently) shake her.

It is NOT unprofessional to ask for a contract and deposit — it’s quite the opposite! Having a process in place to insure yourself is not only reasonable, it makes you look more professional and experienced. It communicates to the client that you’re not to be trifled with, and that if they really want to hire you for your expertise, they’ll need to follow your process.

But yes, I know — it’s scary as hell to ask for a contract signature and deposit, especially if you’re new and having a major case of impostor syndrome. I got that all the time too as a wedding stationer: “Who am I to be charging this?” “Will they laugh at my contract?” “What on earth am I doing?”

(Side story: in the early days of being a wedding stationer, my contract was a Frankenstein that I had cobbled together out of my own T&Cs, an adapted version of someone else’s contract I’d found online, and a few Singapore-specific clauses thrown in. And the first proper wedding stationery client I ever got was — of all things — a lawyer. I will never forget that feeling of terror as I sent her my Frankenstein. For days I thought she would either throw my contract back in my face while laughing, or send it back covered with amendments in red ink.

For the record, she did neither — she simply signed it.)

The feeling of fear when you send your contract and deposit invoice will diminish over time, but it will never go away completely. It’s natural, because this is the final hurdle before a lead truly converts to a job, and a lot is at stake.

My solution: Use an email template, and word it using calm, confident statements.

Having an email template is a lifesaver, because you’ll only ever need to word it carefully once and then use it again and again.

It IS possible to ask for a signature and deposit in a friendly, professional manner. Your wording needs to have two things: first, statement-style sentences that lay out the next step, and second, a line that reassures the client you are still available for clarifications.

My own email template for the contract reads like this:

“Hi [clientname]!
Our next step is to confirm our project. I’ve attached the contract below for your perusal and signature. You won’t need to print it; all it requires is an e-signature at the bottom.
I’ll be happy to go through the terms with you on a Zoom call and answer any questions you might have.
Thank you!”

And my email template for the deposit:

“Hi [clientname],
Thank you for signing the contract! The next step is the 50% deposit for the project. You can view and make payment with the link below:
[Invoice link]
Thank you!”

Keep it simple and focused on a single next step. Feel free to take my templates and use them. Don’t try to over-qualify.

That’s it. All my clients have followed it without question, and I’ve only had two who requested the Zoom call for the contract clarification. Even then, it was good, because then I could show her that the contract was really to protect both of us.

(Are you based in Singapore? Get up to date on your legal rights as a creative freelancer with the Advocates for the Arts handbook. It was created by the Law Society of Singapore, and is an absolute freakin’ GEM.)

Next, you’ll need to make things easier via client education.

Now that your process is in place, post it everywhere. I like to have it in timeline format to explain my process (which you can see here). It’s also in my FAQs in proposals and post-consultation follow-up email.

Having this everywhere on your site will ensure it gets seen by your client, and it also has the psychological effect of setting clear boundaries.

If anyone ever tries to negotiate with you about giving you a deposit upfront, explain that it’s company policy (even if you’re a one-woman show) and leave it at that. If you really want to, you can afford to be flexible with the deposit percentage, but always make sure that it at least covers your time spent brainstorming and creating the first draft, and all those emails. But don’t ever back down on the contract. If it doesn’t get signed or the deposit doesn’t get paid, don’t start the project no matter how enthusiastic you are to work with this client.

If they still don’t care that it’s company policy and try to persuade you that a contract or deposit isn’t necessary, it’s a huge red flag, and an indication that they may be looking to ghost you or steal your work down the road.

At this juncture, it’s time to drop this lead and save yourself a lot of trouble in the future. Let them know that you don’t think you’re a good fit for the project, and wish them all the best. By keeping things pleasant yet firm, you’ll still be completely professional.

And my last tip: use a client management software.

My recommendations:

Dubsado - An all-in-one client system. I love, love this for managing all my lead capture forms, questionnaires, contracts, and invoices. I even wrote a whole love letter here. Use FRESHPAGES for 20% off.
Hello Bonsai - I haven’t used this but heard excellent things about it, especially the easy-to-use interface. Great for freelancers who want a robust system with just the essentials.
HelloSign - this is more of a contract software and doesn’t handle other aspects of client management, but it’s great for those experimenting with sending out contracts.

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the author

Hi, I’m Melody! I help creative entrepreneurs make money by streamlining their communications and building a brand that their clients like and trust.

About Me