Freelancer Deposit and Kill Fee Notice to a Client
Draft freelancer Deposit and Kill Fee Notice to a Client with an escalation ladder and an evidence checklist.
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Write a letter explaining a deposit or cancellation fee after a client cancelled a project. What I will tell you: client [CLIENT_NAME], project [PROJECT_DESCRIPTION], contract date [CONTRACT_DATE], work completed [WORK_COMPLETED], deposit paid [DEPOSIT_PAID], fee clause [FEE_CLAUSE]. The letter needs to list the work done to the cancellation date with hours or milestones, quote the clause on deposits or cancellation fees exactly as I give it, and show the arithmetic of what is owed or refundable. It should invite the client to ask questions before the due date. Gather before drafting: the signed proposal or contract, the clause on deposits and cancellation, a dated list of work delivered with hours or milestones, the deposit receipt, and the cancellation message from the client. Remedies that are usually on the table: payment of the balance due under the cancellation clause, or a refund of any unearned part of the deposit, with a short invoice showing the arithmetic. They will often answer: "We cancelled before you really started." Answer by listing what was delivered and when, quoting the clause, and offering to hand over the work product once the invoice is settled. Write the freelancer deposit and kill fee notice to a client in three tones (firm, neutral, final notice), each between 180 and 280 words with the same facts throughout. Supply the finished letter along with a short cover note, around 60 words, plus the ordered next steps if there is no reply (friendly reminder, then final notice, then small-claims information for my area), plus the documents to collect (contract, delivery emails, time records), and a record-keeping tip. Send it with a clear subject line and the PDF attached, and archive the thread and any automatic reply and follow up if no confirmation arrives. Write the letter in my own voice as an ordinary person, never as a lawyer or law firm, and invent no credentials or bar numbers. State no legal rules or time limits yourself; take guidance only from [JURISDICTION] and [RELEVANT_LAW_OR_POLICY_IF_KNOWN], and add a line telling me to verify the exact law with a professional or my local consumer agency. Hold a level, factual and courteous tone, and no accusations I cannot support, and put the date from [DEADLINE] on any request. Begin by listing the facts you still need and warn me about unsupported statements. The output is a draft for me to review, not legal advice, so flag any point that needs expert review.
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Dear Ms. Bauer, I was sorry to hear the brand project has been cancelled. Under clause 7 of our agreement, a 30 percent kill fee applies if work has begun. By 12 June I had completed the research and two logo concepts (42 hours). The deposit you paid was 900.00, and the kill fee is 1,350.00, leaving a balance of 450.00. I will send the files to you once invoice 118 is paid. Thank you for the opportunity. Regards, Amir Saleh Cover note: quote the clause and attach the time record.
Illustrative only, made-up data. Your results will differ and must be reviewed.