About the template
What this catering quote template covers and why it wins more events
Catering quotes lose bookings when 'per-head from $ 65' is the only line. The client choosing between caterers picks the proposal that names the menu courses, the staff count and hours, the equipment hire, and the gratuity policy.
The template itemises a 80-guest wedding reception: 3-course plated dinner, 6 service staff for 6 hours, head chef on-site, equipment hire (linen, plates, glassware), travel beyond standard radius, and a clear gratuity clause.
What to include
Every catering services quote should have these lines
Use it as a checklist when you build your quote from scratch, or pull the QuoteGenio template that already has them.
Sample
A real catering services quote laid out properly
A worked example so you can see what a clean, structured version looks like before you write your own.
Quote sample
80-guest wedding reception, 3-course plated dinner
Bill to
Emma & James Hadley
+1 (555) 408 7126
Hilltop Estate, Austin
From
Hadley Catering
+1 (555) 220 1184
9 Kitchen Lane, Cedar Park
3-course plated dinner (80 guests, menu attached)
Service staff (6 waiters x 6 hours)
Head chef on-site (8 hours)
Linen, plates, cutlery, glassware (80 covers)
Setup and pack-down (4 staff x 2 hours)
Travel beyond 30km standard radius
Sample data shown in USD. QuoteGenio supports 40+ currencies and your branded business details, banking, and logo flow through automatically.
Use this template
Build your own catering services quote in 2 minutes
Your business name, logo, and banking details fill in automatically. Send the branded PDF via WhatsApp in one tap.
Avoid these
Common mistakes on catering services quotes
The patterns that quietly lose jobs, get queried at payment time, or leave money on the table.
Mistake: Quoting just per-head with no detail
Better: Itemise food, staff, equipment, and travel. Lets the client see where money goes and compare quotes fairly.
Mistake: Staff count not stated
Better: 1 waiter per 12 guests is the wedding standard. State staff count and hours so the client understands service ratio.
Mistake: Equipment hire bundled into per-head
Better: Linen, plates, and glassware are significant cost. Quote separately so the client can supply their own if cheaper.
Mistake: Dietary requirements not flagged
Better: Add a 'dietary requirements' section to the quote. Vegetarian, vegan, and gluten-free meals need menu adjustments.
Mistake: No deposit structure
Better: 30% on acceptance, 70% 14 days before the event. Wedding caterers need this to fund supply purchases.
Mistake: Allergen disclosure missing
Better: State 'Common allergens disclosed in menu and please confirm guest dietary requirements 14 days before event'. Protects you legally.
FAQ
Catering Services quote template questions
Everything catering services ask before they switch to a structured quote.
Guest count, menu detail, staff hours, equipment hire, setup and pack-down, travel, gratuity policy, dietary section, tax, deposit, and banking.
30% on acceptance, balance 14 days before the event. Some caterers require full payment 7 days before for large events.
30 days. Food and labour costs move quickly. Longer validity means you absorb increases.
Add a dietary section to the quote where the client lists allergies and preferences. Adjust menu items per guest and re-confirm 7 days before.
PDF works, but most catering decisions involve a tasting and walkthrough. Email the quote and follow up with a meeting.
Allergen-free menu items are prepared separately. We need a list of guests with allergies 14 days before the event.
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From the blog
Guides on writing better catering services quotes
Hand-picked posts that go deeper on the topics covered in this template.
What to Include in Every Quote (Complete Checklist)
A field tested checklist of every line item, term, and detail that should be on your quotes so you stop losing jobs and arguments.
How to Charge Deposits on Quotes (Complete Guide)
Deposits protect your cash flow, reduce the risk of ghosting clients, and signal that you run a real business. Here is exactly when to charge one, how much to ask for, and how to write it into your quote so clients say yes.
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