What a professional catering quote should contain
A complete catering quote has 8 sections. Leave one out and you invite confusion, delays or disputes.
- Your Business Details
- Company name and logo
- Address, phone, email
- VAT / business registration number
- Quote number and date
- Client & Event Information
- Client name and contact details
- Event date and time (start to end)
- Event type (wedding reception, corporate lunch, etc.)
- Venue name and address
- Number of guests
- Menu Breakdown
- Section headers (Welcome drinks, Canapés, Starter, Main, Dessert, etc.)
- Individual dishes listed per section
- Per-person price per section (where applicable)
- Dietary options noted (GF, vegan, nut-free)
- Pricing Summary
- Per-person food cost: €[x]
- × Number of guests: [x]
- = Subtotal: €[x]
- Service / staffing charge: €[x]
- Delivery / travel: €[x]
- Equipment hire (if applicable): €[x]
- Subtotal excl. VAT: €[x]
- VAT ([x]%): €[x]
- TOTAL: €[x]
- Service Details
- Service style (buffet / plated / canapé reception)
- Number of staff included
- Setup and breakdown times
- Equipment provided (tables, linens, crockery)
- Items not included / client responsibilities
- Terms & Conditions
- Quote validity period (e.g. "valid for [x] days")
- Deposit required to confirm booking (e.g. [x]%)
- Final guest number confirmation deadline
- Cancellation policy (timeline + refund structure)
- Dietary requirements: submission deadline
- Payment Details
- Bank details or payment link
- Deposit amount and due date
- Balance due date
- Payment methods accepted
- Acceptance / Next Steps
- Clear instruction: "To confirm this booking, please reply to this email" (or sign below)
- Signature line (for PDF quotes)
- Booking link (for online quotes)
- Contact for questions
Catering quote template
Here is a formatted example you can copy and adapt. Replace every bracketed field with your own details.
[Your Business Name]
[Address · Phone · Email]
[VAT number if applicable]
QUOTE
Quote #: [x]
Date: [DD/MM/YYYY]
Valid until: [DD/MM/YYYY]
Prepared for
[Client Full Name]
[Client Email]
[Client Phone]
Event type: [e.g. Corporate lunch]
Date: [DD/MM/YYYY, start–end time]
Venue: [Venue name & address]
Guests: [x]
Menu
| Section | Items | Per person |
|---|---|---|
| Canapés | Three varieties on arrival | €[x] |
| Starter | Choice of soup or salad | €[x] |
| Main course | Roast chicken / Vegetarian option | €[x] |
| Dessert | Choice of two desserts + coffee | €[x] |
Pricing summary
Check the current VAT rate for your business with your tax authority before you send the quote.
Terms
- Deposit: [x]% (€[x]) due within [x] days to confirm booking
- Final guest count required by [date]
- Cancellation: [x]% retained within [x] days; [x]% of total within [x] days
- Dietary requirements to be confirmed by [date]
- To confirm this booking, please reply to this email or sign below.
Signature: _______________________ Date: ___________
6 common mistakes caterers make with quotes
- Not itemising costs. A quote that just states a single total for the event tells the client nothing. They can't see what's included, can't compare against alternatives intelligently, and will ask questions you have to answer manually. Itemised quotes close faster and generate fewer follow-up calls.
- Missing the validity period. Quotes without an expiry date are open-ended commitments you didn't intend to make. A client who contacts you months later expecting the same price, after ingredient costs have risen, creates an awkward situation. Always state a validity period on the quote.
- Vague terms on guest count changes. Clients frequently adjust guest numbers after booking. If your quote doesn't address this, you'll have uncomfortable conversations when the guest count drops shortly before the event. Specify when the final guest count is due and what happens to the price if it changes.
- No cancellation policy. A catering business that receives a cancellation close to an event and has no documented cancellation policy has almost no recourse to recover food, labour, or equipment costs already committed. Document your policy clearly on every quote.
- Inconsistent formatting across quotes. If you're writing each quote from scratch in a Word document, inconsistencies creep in, different layouts, missing sections, inconsistent pricing structures. This looks unprofessional and makes errors more likely. Use a template or purpose-built software for every quote.
- Forgetting to follow up. Sending a quote and waiting is not a sales process. Most caterers never follow up on a quote at all; the ones who do tend to close significantly more business. Build a follow-up reminder into your own workflow rather than leaving it to memory.
How to move from manual templates to automated quotes
A Word or Google Docs template beats nothing, but it has limits. You copy client details by hand, recalculate prices for every quote, and send it by email with no way to see whether it was opened or followed up.
The next step is a purpose-built quote tool. With catering software, the workflow looks like this:
- The customer configures their own quote. An embeddable calculator on your website lets customers pick menu items, enter a guest count and see a live price estimate before they enquire. You get structured data and a pre-qualified enquiry.
- The enquiry lands in your dashboard. The request arrives with menu choices, date and guest count already filled in. No more incomplete "how much for our event?" emails.
- The quote is calculated for you. Your menu and prices already live in the system, so the per-head maths is done. You review, adjust if needed and send, in minutes.
- Status is tracked in one place. The quote moves through statuses (sent, viewed, accepted, declined), so you always know which enquiries need a follow-up without digging through your email.
CaterWay runs this whole workflow in one tool built for catering: the embeddable calculator, incoming quote requests and status tracking. There is a free plan. Try it free →
Frequently asked questions
What should I charge for catering?
It depends on your event type, menu complexity, service style, and region, there's no universal figure. Work it out with the cost-plus method: calculate your food, labour, transport, and overhead cost per person, add them up, then divide by (1 − your target margin) to get your minimum price. Always price from your actual costs, not from what a competitor charges.
How long should a catering quote be valid?
There's no fixed validity period that works for every business. Set one that protects you from ingredient price changes, venue availability shifts, and staffing commitments, and state it clearly on the quote itself: 'This quote is valid until [date].' You may want a shorter window during your busiest season, when demand for dates is highest.
Should a catering quote include VAT?
If your business is VAT-registered, your catering quote should show prices both excluding and including VAT, with the VAT rate clearly stated. Presenting ex-VAT prices with a VAT line at the bottom is the standard professional format. If you're not VAT-registered, state that prices include no VAT and note your VAT status. In B2B catering (corporate clients), showing ex-VAT prices is standard; in B2C catering (private clients), showing inclusive prices avoids confusion. Check the current VAT rate for your business with your tax authority, rates change.
How do I follow up on a catering quote?
Send an immediate confirmation when you deliver the quote. If you don't hear back, follow up at least once before the quote expires, a brief message asking if it arrived and whether they have questions. Most caterers never follow up at all; simply following up can meaningfully improve your conversion rate. Set your own follow-up schedule based on how long your quotes stay valid.
What is a good catering quote response time?
Respond as quickly as you reasonably can. Clients often compare quotes from several caterers and tend to go with whoever responds first, professionally and completely. An automated acknowledgement sent the moment an enquiry arrives, even just confirming you received it and will follow up soon, sets expectations and signals professionalism.
