How to ask for a contract signature and deposit without fear

Updated June 2024

Asking for a contract and deposit as a business owner is one of the most important things you will ever do to protect yourself. How many times have you seen a Facebook post by a fellow entrepreneur lamenting that they didn’t get paid? Or that a pain-in-the-ass client decided to kill a project halfway?

But I get it. Asking for a contract and deposit is scary, especially if you’re new and/or have impostor syndrome. You have a voice in your head telling you that it’s easier to just get on with the project. But here are four myths that voice will tell you and why they’re not true, plus my five tips for making the request.

Myth #1: It’s “unprofessional” to ask for a contract and deposit.

Truth: 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 actually 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.

Myth #2: I’m new. Who am I to be asking for a contract and deposit at all?

I asked myself this very question when I first started out as a wedding stationer in 2017, way before I launched Fresh Pages as a copywriter.

“I’m just a newbie. What if they laugh at me? Who am I to be asking for these things?”

To make things worse, my very first client was a LAWYER. I was shaking as I sent my contract, because it was a Frankenstein’s monster that I had cobbled together from a few contracts I had found online. I thought she was probably going to laugh in my face, or send it back with red scribbles all over the clauses.

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

Here’s the truth: you are never too new, or too inexperienced, to request a contract signature and deposit. Every business owner needs one, period.

Myth #3: I don’t want the client to think I don’t trust them.

Fact: Asking for a contract is not a sign of mistrust. It’s standard business policy to have an agreement in writing so that the work can get done.

Saying that you don’t need a contract or deposit because the client won’t ever run away is like not buying insurance because you believe your house won’t ever burn down.

Even if your client is someone you absolutely trust, you don’t know what will happen — something might occur that prevents them from carrying on the project even if they want to. Having a contract and deposit in place protects you in that eventuality.

Myth #4: This is my friend/relative. It’s embarrassing to ask them to sign a contract.

Here’s the thing: Even if you are doing something as a favour, or not charging a fee at all, a contract is a must to protect your time and energy. You don’t know what will crop up — your friend may ask for a few more changes than you’re prepared to give for the project, or they may end up using your work in a way that might hurt your reputation (like putting a terrible filter over the wedding photos you had taken for them and were hoping to use for your portfolio).

If something is written in the contract and they breach it by accident, it’s better to let them know gently that it was agreed in writing beforehand, rather than let things turn sour in a “he said, she said” disagreement.

Ultimately, let them know that you value the friendship/relationship a lot, and that the contract is there to protect it.

Tips For Asking For A Contract And Deposit

So how should you handle things confidently? Here are my tips:

#1. Word your request for a contract and deposit in calm, confident statements.

Don’t ever make it sound like a question, because you’ll sound uncertain of yourself. Instead, use statement-style sentences, e.g. “Please use the link below to sign the contract.” instead of “Can you sign the contract please?”

#2. Reassure the client that you are still available for clarifications.

I always include this line in my email so they know they can reach out if they’re not sure about something. Usually, I tell the client that I’m happy to go through the terms on a Zoom call and answer any questions they might have.

#3. Don’t try to over-qualify.

Don’t include lengthy explanations or overcomplicate things. Keep it simple. Send one email for the contract, and one email for the deposit after that, and keep the wording to just one or two lines. Write it as if you expect that they will sign and pay without question — because that’s what professionals do.

#4. Use an email template and/or a client management software.

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.

A client management software also helps to automate things and keep track of your emails, contracts, and invoices.

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.

#5. Post your client + deposit process on your website.

Now that your process is in place, post it everywhere. Put it in your FAQs, your post-discovery follow-up email, your services page.

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 bargain, explain that it’s company policy to have a contract and deposit (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.

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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.

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