Catering Quote Template for Wedding and Corporate Event Services
Price events accurately, win more clients
Create professional quotes for weddings, corporate lunches, private parties, and special events. Our catering quotation template helps you present menus, calculate per-person pricing, and close more deals with confidence.
Per-Person Pricing
Calculate costs by guest count with automatic totals for accurate event pricing.
Menu Packages
Build tiered menus from basic to premium with clear pricing for each option.
Service Options
Add waitstaff, equipment rentals, and extras with transparent pricing.
Professional Catering Quote Template
Win more catering contracts with quotes for catering that seal deals. Perfect for weddings, corporate events, private parties, and any food service needs. Price per person, buffet-style, or custom packages with our easy formats.
Excel Template
Smart formulas for instant pricing
- Auto-calculate per-person totals
- Built-in quantity adjustments
- Package pricing options
PDF Template
Client-ready professional quotes
- Clean presentation
- Email or print ready
- Mobile-friendly viewing
Word Template
Fully customizable template
- Edit all sections
- Add your branding
- Reuse for every event
Used by 15,000+ catering professionals worldwide • Free forever
Everything You Need in a Quote Template
Our templates include all the essential elements for professional quotes
All Event Types Covered
Works for weddings, corporate events, birthday parties, holiday gatherings, and private functions. One catering quotation sample fits every occasion, from intimate dinners to large conferences.
Flexible Menu Pricing
Quote per person, buffet-style, plated service, or family-style meals. Built-in formulas calculate guest counts automatically. Choose pricing that matches your service style and client preferences.
Package Builder
Create bronze, silver, and gold menu tiers. Include appetizers, entrees, desserts, and beverages in clear packages. Let clients select what fits their budget and event vision perfectly.
Service Add-Ons
List optional extras like waitstaff, bartenders, equipment rentals, linens, and decorations. Simple checkboxes help clients build custom packages. Increase revenue per event effortlessly.
How to Write a Catering Quote in 4 Steps
Follow these simple steps to create your first quote
Download Your Template
Choose Excel for auto-calculations, PDF for quick delivery, or Word for full customization. All formats are completely free.
Add Business Details
Fill in your catering company name, contact information, logo, and terms. Professional branding builds immediate trust with potential clients.
Build Your Menu
Detail menu items, serving sizes, and per-person costs. Be specific - "grilled chicken with herb butter" beats "chicken dish" every time.
Send and Follow Up
Email or print your quote, then follow up within 24-48 hours. Quick responses win more events than competitors who wait.
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Try Invoice Mama FreeWhat to Include in Your Catering Quote
Common items and services you might bill for
Menu Items & Services
- Appetizers and hors d'oeuvres (passed or stationary)
- Main courses and entrees (protein, vegetarian, vegan options)
- Side dishes and accompaniments (seasonal vegetables, starches)
- Desserts and sweet treats (cakes, pastries, fruit)
- Beverages (soft drinks, coffee, tea, specialty drinks)
- Dietary accommodations (gluten-free, allergies, religious)
Service & Equipment
- Waitstaff and service team (setup, serving, cleanup)
- Bartenders and bar service (full bar, beer/wine, signature cocktails)
- Equipment rentals (tables, chairs, linens, place settings)
- Serving equipment (chafing dishes, coolers, warmers)
- Decorations and centerpieces (table decor, floral)
- Delivery, setup, and breakdown (timing, location access)
Pricing Factors
- Guest count and minimum requirements
- Service style (buffet, plated, family-style, stations)
- Event date and time (peak season, weekend premium)
- Location and travel distance (delivery fees, parking)
- Event duration and overtime charges
- Gratuity, taxes, and service fees
Tips for Better Catering Quotes
Detail Every Menu Item
List ingredients and preparation for each dish. "Pan-seared salmon with lemon butter, roasted asparagus, wild rice" beats "fish dinner." Specific descriptions justify your pricing and set expectations.
Clarify What's Included
State upfront what comes with your service - setup, breakdown, serving pieces, linens. List exclusions too like venue fees or special permits. Clear boundaries prevent awkward surprises.
Offer Menu Tiers
Basic, deluxe, and premium packages let clients choose their budget level. Most pick middle tier, some upgrade to premium - both better than selling only basics. Options increase close rates.
Build in Flexibility
Allow final guest count adjustments up to 5-7 days before the event. Include your policy on last-minute changes. Reasonable flexibility wins client confidence while protecting your business interests.
Why 15,000+ Caterers Choose This Template
Move beyond templates and transform your invoicing workflow
Books More Events
Professional quotes convert 45% better than informal estimates. Polished presentation helps you stand out against local competitors and win higher-budget clients.
Saves Time Daily
Create detailed quotes in 10 minutes instead of an hour. Pre-built formulas eliminate math errors completely. Spend less time quoting, more time cooking and planning amazing events.
Reduces Confusion
Written terms prevent "I thought that was included" disputes. Clients understand exactly what they're getting, what it costs, and when payment is due. Less confusion means happier clients.
Supports Growth
Professional presentation helps you command appropriate rates and attract quality clients who value great food and service over rock-bottom prices. Grow your catering business with confidence.
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Frequently Asked Questions
Everything you need to know about catering quotes
How do you write a catering quote?
Start with your company details and a unique quote number at the top. List your menu offerings with clear descriptions and per-person pricing. Include service options like waitstaff, rentals, and setup. Specify guest count, event date, location, and timing. Add payment terms including deposit requirements (typically 25-50%), final payment due date, and cancellation policy. State how long the quote is valid (usually 30 days) and include acceptance instructions. Download our free template - it has all sections pre-formatted and ready to customize.
How to give a catering quote?
First, gather event details - guest count, date, location, dietary needs, and service style preferences. Calculate menu costs per person including ingredients, labor, and overhead. Add service fees for staff, equipment, delivery, and setup. Build in a profit margin (typically 20-30% for catering). Present options at different price points so clients can choose what fits they budget. Email or present the quote within 24-48 hours while they're still excited. Follow up promptly to answer questions and close the booking.
Should I visit the event venue before quoting?
Yes, whenever possible. Venue visits reveal kitchen facilities, power sources, loading access, and setup challenges that affect your costs. Photos and descriptions often miss crucial details that could cost you hundreds in unexpected expenses or equipment rentals.
How do I price catering per person vs buffet style?
Per-person plated service typically costs 30-50% more than buffet because it requires more staff and precise portions. Buffet pricing is often tiered by guest count (lower per-person rate for larger groups). Plated service works for formal events, buffets for casual gatherings.
What deposit should I require for catering events?
Request 25-50% deposit upon contract signing. Larger or peak-season events should require higher deposits. This covers ingredient pre-orders and guarantees client commitment. Final payment should be due 3-7 days before the event, not on the day when you're busy cooking.
How far in advance should catering quotes expire?
Make quotes valid for 30 days to give clients decision time while protecting you from food cost increases and schedule changes. Popular dates book fast, so shorter validity periods (14-21 days) work for peak wedding season or holidays.
Do I need a special template for birthday or wedding catering quotes?
A birthday or wedding catering quotation form should include sections for ceremony and reception meals, cocktail hour appetizers, cake cutting service, and bar packages. Most caterers use a standard template and add birthday or wedding-specific line items like tasting sessions, vendor meals, and late-night snacks. Our template works for all event types - just customize the menu sections for each birthday or wedding.
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