1. Define when you require a deposit
Not every order needs one. Having a clear rule saves you from deciding case by case.
- Custom or made-to-order products
- Large or wholesale orders
- Products you must buy from your supplier
- Deliveries to distant areas
- New customers with high-value orders
2. Decide how much to ask
The usual range is 30% to 50% of the total. At minimum, the deposit should cover what you spend on materials or product: if the customer cancels, you don't lose money out of pocket. For custom products you can't resell, asking 50% or more is reasonable.
3. Mention it from the beginning
A deposit bothers people when it comes as a surprise. Include it in your catalog policies and say it when confirming the order, not at the end. Present it as part of your process, not as a condition for that particular customer.
4. Use a clear, friendly message
An example: 'To reserve your order we work with a 50% deposit. You pay the rest on delivery. I'll share the payment details and, as soon as you confirm, we start preparing it'. No apologies or beating around the bush: it's how you work.
5. Confirm payment before moving forward
Verify the money reached your account, not just that you received a screenshot. Then confirm in writing the amount received, the balance due, and the delivery date. That message protects both sides.
6. Define what happens if the customer cancels
Explain in advance whether the deposit is refunded, partially refunded, or kept as credit. When customers send a complete order from your Vallen catalog, you already know the total and can calculate the deposit in seconds.
Asking for a deposit isn't distrusting the customer: it's a professional way to work. With a clear rule, a reasonable percentage, and a friendly message from the start, you reduce cancellations and attract more committed buyers.