How to write a catering quote that gets booked
The catering quote is where interest turns into a booked order. Most quotes lose because they are slow, vague or hard to approve. A good one arrives within the hour, fits on one screen and makes saying yes easy.
What every catering quote needs
- Client name, company, contact phone and email
- Event date, delivery or pickup time, address
- Occasion (helps you and them remember what it is)
- Headcount
- Package and what is included
- Per-person price and subtotal
- Delivery fee, setup or staffing fees
- Tax and total
- Deposit amount and how to pay
- Headcount deadline and cancellation terms
- Dietary notes
- Your name and direct phone number
- A clear next step ("Reply YES or pay the deposit here to confirm")
Template
Catering quote for [Company], [Event date]
Hi [Name], thanks for the call. Here is the quote for your [occasion].
Date and time: [Day, date], delivery by [time] Address: [address], contact on site: [name, phone] Headcount: [number]
Package: [Package name] [What is included in one or two lines] [Number] guests x $[price] per person = $[subtotal] Dietary: [e.g. 6 vegetarian, 2 gluten free, labeled]
Delivery: $[fee] Tax: $[tax] Total: $[total]
To confirm: a $[deposit] deposit holds your date: [payment link]. Balance due [date]. Final headcount by [date]. Cancellation terms: [one line].
Any questions, call or text me directly at [phone]. [Your name], [Restaurant]
Send it fast
A quote sent within the hour of the call beats a better quote sent tomorrow. Buyers often collect two or three quotes and choose the one that arrives clearly and early. Harvard Business Review's research on lead response found that firms contacting leads within an hour were nearly seven times more likely to qualify them than firms that waited longer (HBR, 2011). See how to respond to catering inquiries for the call that comes before the quote.
Make it easy to approve
- One recommended option, with at most one alternative. Three options make the buyer go back to their boss.
- Per-person price visible. Office buyers often have a per-head budget.
- Payment link in the quote. Every extra step loses some orders.
- Plain language. Not a contract, a summary. Attach full terms if you need to.
Follow up
| When | What |
|---|---|
| Next business day | "Did the quote for [date] look right? Happy to adjust the menu." |
| 3 days later | Call. Offer to hold the date for 24 hours. |
| A week before the event date | Final note, then close it as Lost if no answer |
How to decline a catering order politely
Some orders you should not take: too small, too far, too soon or beyond your capacity. Decline quickly and leave the door open.
Hi [Name], thanks for thinking of us. We cannot do [date] for [headcount], because [we are at capacity / it is outside our delivery area / it needs more notice than we have]. For future events, we can do [what you can do]. I hope we get the next one.
A fast, polite no protects your reputation and often earns the next order.
Common questions
How do I make a catering quote?
List the date, time, address, headcount, package, per-person price, fees, tax, total, deposit and terms, then send it within the hour with a payment link.
Should a catering quote include a deposit?
For larger orders and events, yes. See catering deposit policy.
How long should a catering quote be valid?
Set a short validity, for example a few days, especially in busy seasons, so dates are not held indefinitely.
How do I follow up on a catering quote without being pushy?
Two or three short touches over about a week, each with a reason (adjusting the menu, holding the date).
Get more quote requests
ModernClicks runs Meta ads that bring independent restaurants catering inquiries with date, headcount, event type and budget already filled in, so the first call can go straight to a quote. Book a call to see if it fits your restaurant.
Want more catering inquiries?
ModernClicks runs catering-focused Meta ads for independent restaurants and sends every inquiry, with date, headcount, event type and budget, to your own pipeline with an instant alert.
Book a call