Catering deposit policy: how to protect your kitchen

Catering is the only part of a restaurant where you buy and prep food for an order that has not been paid for. A clear deposit and cancellation policy protects the kitchen. Written badly, it scares off buyers. Here is how to write one that does both jobs.

This is general business guidance, not legal advice. Have a local attorney review your terms.

What a catering policy needs to cover

1. Deposit: how much, when it is due, what it holds
2. Final payment: when the balance is due
3. Headcount changes: the deadline for final numbers
4. Cancellation: what is refunded and when
5. Lead time: minimum notice for an order
6. Delivery window: what "on time" means and what happens if access is delayed

Deposits

A deposit holds the date and covers early costs. How to set it: - Small drop-off orders often do not need a deposit if paid by card at booking, or are paid in full upfront. - Larger orders and events typically take a deposit to hold the date, with the balance due before the event. - Peak dates (holiday season, graduation weekends) justify a firmer deposit because you are turning other orders away to hold them.

Choose a percentage or flat amount that covers what you would lose if the order disappeared after you started buying and prepping. There is no universal correct number; base it on your own costs.

Sample wording:

A deposit of [X]% holds your date. The remaining balance is due [X] days before the event. Your date is confirmed once the deposit is received.

Non-refundable or refundable?

Many restaurants make deposits non-refundable inside a set window and refundable before it. That is easier for a buyer to accept than "non-refundable, no matter what."

Cancellations more than [X] days before the event receive a full deposit refund. Cancellations within [X] days forfeit the deposit. Cancellations within [X] hours are charged [X]% of the order, because food has been purchased and prepped.

Headcount deadline

Set a date for the final count, often a few days before the event. After that, the buyer can add (if you can accommodate) but not reduce.

Final headcount is due [X] business days before the event. You will be charged for the final headcount or the actual number served, whichever is higher.

Lead time

Be specific and honest about what you can do.

Orders for up to [X] people: [X] hours notice. Larger orders: [X] days notice. Rush orders may be possible; call us.

Short lead times sell. In ezCater's 2026 data, 30% of workplace catering orders came with less than 24 hours of notice (Food On Demand, June 2026). If you can handle next-day for smaller orders, say so loudly.

Delivery terms

We deliver within a [X]-minute window before your requested time. Please provide the delivery contact's phone number and any building access instructions. Delays caused by building access are not grounds for a refund.

Where to put it

• On your catering page, in plain words, near the packages
• On every quote, summarized in three or four lines
• In the confirmation email, with the deposit receipt

Do not hide it in fine print. Buyers trust restaurants that are clear upfront. Our guide on writing a catering quote shows how to fit the policy into a quote without making it read like a contract.

Common questions

What percentage should a catering deposit be?

There is no single standard. Set it to cover what you would lose if the order cancelled after you started buying and prepping, and make it firmer for peak dates.

Are catering deposits refundable?

That is your policy to set. A common approach is refundable until a set number of days before the event and non-refundable after.

How much notice should I require for catering?

As little as you can reliably handle. Shorter lead times win more office orders. Set different lead times for small and large orders.

Do I need a catering contract?

For larger events, a signed agreement or an accepted quote with your terms protects both sides. Have a local attorney review the wording.

Fill the calendar first

A policy protects orders you already have. ModernClicks brings independent restaurants new catering inquiries for office lunches, private events and larger events through Meta ads. Book a call to see if it fits.