How to Create a Catering Quote

A catering quote is often the moment a customer decides whether to order from you.

A clear quote makes saying yes easy. It shows exactly what the customer will receive, what it costs, and what happens next. A vague quote creates questions, delays, and doubt, and sometimes sends the customer to another option.

This guide walks through the parts of a good catering quote, explains how a quote differs from an invoice, and shows a hypothetical example.

What a Catering Quote Is For

A quote has three jobs:

1. Confirm you understood the request
2. Show what the customer gets and what it costs
3. Make the next step obvious

It is not a legal contract in itself, and requirements for terms and contracts vary by location and business. It is a clear, professional summary that helps the customer make a decision.

The Anatomy of a Good Quote

Customer Information

• Name
• Organization, if relevant
• Email and phone number

Event Information

• Event type, such as team lunch or family gathering
• Any relevant notes about the occasion

Guest Count

The number of guests the quote is based on. If the count might change, say how changes will be handled.

Date and Time

• Event date
• Pickup or delivery time
• Setup time, if applicable

Service Method

• Pickup
• Delivery
• Drop-off with setup
• Full service, if you offer it

Menu or Package

Show the package name and the customer's choices clearly. If the package includes selection groups, show what was chosen in each:

• Entrées (choose 2): Herb-Roasted Chicken, Vegetable Lasagna
• Side (choose 1): Garden Salad
• Dessert (choose 1): Assorted Cookies

This avoids confusion about what is included.

Quantity

The number of portions, trays, or boxes for each item, based on the guest count.

Pricing

• Per-person or package price
• Add-ons and upgrades
• Subtotal
• Taxes as applicable
• Total

Make the total easy to find.

Delivery

Delivery fees, setup fees, and any distance-based charges, listed separately so the customer sees what they are paying for.

Special Requests

Anything the customer asked for: extra utensils, specific arrival instructions, labelling, or presentation requests.

Dietary Information

Note which dishes meet the dietary needs the customer mentioned, and any limitations. Only describe dishes as allergen-free or suitable for a specific diet if you are confident in how they are prepared.

Terms

Your standard terms, such as:

• How long the quote is valid
• Deposit or payment requirements
• Deadline for final guest count
• Change and cancellation policy

Keep terms clear and consistent. If you are unsure what terms are appropriate for your business, it is worth getting local advice.

Next Step

Tell the customer exactly how to proceed:

• "Reply to confirm"
• "Accept online using the link below"
• "Pay the deposit to secure your date"

A quote without a clear next step often stalls.

Quote vs Invoice

A quote is an offer: here is what we propose and what it will cost. The customer can accept, ask for changes, or decline.

An invoice is a request for payment for an agreed order. It usually follows acceptance and reflects the final details.

Once a customer accepts a quote, the invoice should match what they accepted. If the guest count or menu changes, update the order before invoicing so the numbers stay consistent.

A Hypothetical Example

The details below are hypothetical and for illustration only. Prices are not benchmarks or recommendations.

Catering Quote

Customer: Jordan Lee, Northside Dental

Event: Staff lunch

Date: Thursday, 12:00 p.m. delivery

Guests: 20

Service: Delivery and drop-off setup

Package: Office Lunch Package

• Entrées (choose 2): Lemon Herb Chicken, Roasted Vegetable Pasta
• Side (choose 1): Garden Salad
• Dessert (choose 1): Assorted Cookies

Pricing

• Office Lunch Package: 20 guests × $18 = $360
• Add-on: Bottled water, 20 × $2 = $40
• Delivery and setup: $25
• Subtotal: $425
• Tax: as applicable

Dietary notes: Roasted Vegetable Pasta is vegetarian. One guest has a nut allergy; no nuts are used in this menu.

Terms: Quote valid for 7 days. Final guest count due 2 days before the event.

Next step: Accept online to confirm your order.

Tips for Better Quotes

• Respond quickly. Many customers contact several restaurants.
• Start from packages. It is faster and keeps quotes consistent.
• Be specific. Exact items, quantities, and times reduce questions.
• Keep it readable. A clean layout is easier to approve.
• Follow up. If you have not heard back within a couple of days, check in politely.

For follow-up guidance, read how to follow up with catering leads.

Where Quotes Fit in the Bigger Process

The quote sits between the inquiry and the confirmed order. If quotes are hard to create or track, the whole process slows down.

For the full workflow, read how to manage catering orders for your restaurant.

Where Caterly Helps

Caterly builds quotes from your packages, so you start from a ready-made structure instead of a blank page. Customer choices, quantities, delivery, and totals are laid out clearly, the customer can accept the proposal online, and the invoice follows from what they accepted.

For the bigger picture, read how to start a catering business from your restaurant.