How to Write a Catering Quotation

Catering is priced on promises about food, numbers and time. Guest counts shift and costs are often committed days ahead, so your terms matter as much as your menu.

Price per person

Per-plate pricing is simple for clients to compare. Work out food cost, then add kitchen labour, service staff, transport, equipment and profit. Check the math at low numbers, as a small event may need a minimum charge.

Spell out the menu and portions

List each dish rather than simply "Non-veg buffet". Note how many starters, mains and desserts are included, and any drinks. Mention vegetarian, halal or allergy options, and be careful with any allergy promises: you may not be able to guarantee an allergen-free kitchen.

Set a guest-count deadline

This protects you most:

"Final guest count is due 7 days before the event. You'll be charged for the confirmed number, or actual attendance if higher."

Food must be bought in advance, so a last-minute drop shouldn't become your loss.

List the extras

• Service staff numbers and hours
• Plates, cutlery, tables, tents and chafing dishes
• Transport and set-up
• Venue fees or kitchen access
• Clearing and cleaning afterwards
• Overtime rate if the event runs late

Deposit and cancellation

Take a booking deposit to reserve the date. Set stages: for instance, the deposit is non-refundable within 30 days, and full payment is due 3 days before the event. Check that these terms are fair under local consumer rules.

Food safety and licences

Follow local food safety rules, and mention relevant licences or tasting sessions if you offer them. A menu tasting can help close a larger wedding or corporate booking.

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