Free Catering Quote Template
Updated April 2026 · 10 min read
A professional catering quote does three things: it communicates what the client gets, prevents misunderstandings that lead to disputes, and makes it easy to say yes. Below you'll find a complete template with all 8 sections every catering quote needs, plus the mistakes to avoid and how to move from manual documents to automated quotes.
What a Professional Catering Quote Should Contain
A complete catering quote has 8 sections. Missing any of them creates 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: €XX.XX
- -× Number of guests: XX
- -= Subtotal: €XX
- -Service / staffing charge: €XX
- -Delivery / travel: €XX
- -Equipment hire (if applicable): €XX
- -Subtotal excl. VAT: €XX
- -VAT (XX%): €XX
- -TOTAL: €XX
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 14 days")
- -Deposit required to confirm booking (e.g. 30%)
- -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 for your business. Replace all bracketed fields with your own details.
[Your Business Name]
[Address · Phone · Email]
[VAT number if applicable]
QUOTE
Quote #: [0001]
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, 12:00–15:00]
Venue: [Venue name & address]
Guests: [50]
Menu
| Section | Items | Per person |
|---|---|---|
| Canapés | Three varieties on arrival | €4.50 |
| Starter | Choice of soup or salad | €6.00 |
| Main course | Roast chicken / Vegetarian option | €14.00 |
| Dessert | Choice of two desserts + coffee | €7.00 |
Pricing Summary
Terms
- Deposit: 30% (€809.10) due within 7 days to confirm booking
- Final guest count required by [date, typically 5–7 days before]
- Cancellation: full deposit retained within 14 days; 50% of total within 7 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 says '€2,400 for 60 guests' 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 3 months later expecting the same price, after ingredient costs have risen, creates an awkward situation. Always state a validity period: 14–30 days is standard.
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 60 guests becomes 45 two days 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 48 hours before 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 follow up zero times; the ones who follow up twice close significantly more business. Build follow-up reminders into your workflow, at 3 days and 7 days after sending.
How to Move from Manual Templates to Automated Quotes
A Word or Google Doc template is better than nothing, but it has real limitations: you manually copy-paste client details, recalculate pricing for every quote, and send quotes by email without any tracking of whether they were opened or followed up.
The next step is a purpose-built quote tool. With catering-specific software, the quote workflow looks like this:
- 1
Customer configures their own quote
An embeddable calculator on your website lets customers select menu items, enter guest count, and see a live price estimate before they enquire. This captures structured data and pre-qualifies the enquiry.
- 2
Enquiry lands in your dashboard
The customer submits their request, with menu selections, date, and guest count already filled in. No more incomplete "how much for 50 people?" emails.
- 3
Quote is generated automatically
Because your menu and pricing are configured in the system, the per-head calculation is automatic. You review, adjust if needed, and send, in minutes.
- 4
Status is tracked centrally
The quote moves through statuses (sent, viewed, accepted, declined) so you always know which enquiries need follow-up without hunting through your email.
CaterWay handles this entire workflow, embeddable calculator, incoming quote management, and status tracking, in a single tool built specifically for catering businesses. Free tier available. Try it free →
Frequently Asked Questions
What should I charge for catering?
Catering prices depend on event type, menu complexity, service style, and region. A general framework: calculate your food cost per person (typically 28–35% of your target price), add labour, transport, and overhead, then divide by your target food cost percentage to get your minimum price. Add your desired profit margin on top. In practice, buffet catering typically runs €15–35/person for food-only; plated service with staff runs €40–100+ per person. Always price from your actual costs, not from competitor comparison.
How long should a catering quote be valid?
Most catering quotes are valid for 14–30 days. The validity period protects you from ingredient price changes, venue availability shifts, and staffing commitments. State the validity period clearly on the quote itself: 'This quote is valid until [date].' For peak season events (Christmas, summer weddings), shorter validity (7–14 days) is reasonable given high demand for dates.
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.
How do I follow up on a catering quote?
Send an immediate confirmation when you deliver the quote. Follow up 3 days later if you have received no response: a brief message asking if the quote arrived and whether they have questions. Follow up again at 7 days if still no reply. After this, a final message noting the quote validity period is expiring is appropriate. Most caterers do not follow up at all, a structured 3-touch follow-up alone can meaningfully improve your conversion rate.
What is a good catering quote response time?
Responding to a catering enquiry within 24 hours is the professional standard. Responding within 4 hours significantly increases your conversion rate, clients shopping around tend to go with the first responsive, professional quote they receive. An automated acknowledgement sent immediately (even just confirming you received the enquiry and will send a quote within 24 hours) sets expectations and signals professionalism.
Automate your catering quotes
Replace the manual template with a live calculator on your website. CaterWay sends you structured quote requests with pricing already calculated. Free to start.
Try CaterWay free →