Last updated
Guide
What to include in a catering quote
A catering quote should state who it is for and what the event is, list what is included line by line with quantities and prices, say what is not included, show the total and whether it includes GST, set out the deposit and the balance with dates, say how long the price holds, and tell the customer how to accept. A quote that leaves any of these out invites a question, a delay or a dispute. It is the document you will point to when the numbers change.
The parts of a good quote
Work down this list and a quote answers most of what a customer would otherwise have to ask.
- Who and what: the customer’s name, the event, the date, the start and finish times and the venue.
- The menu: each item with the quantity or portion, so the customer can see what they are paying for.
- The price: per head or per item, and the total. Show the arithmetic.
- What is included beyond food: service staff, set up, travel, crockery and hire.
- What is not included, so it is not assumed.
- GST: whether prices include it, and the amount.
- The deposit and the balance, with the dates each is due.
- How long the quote is valid, because prices and dates move.
- How to accept: a reply, a signature, a payment link.
- Change and cancellation terms, or a pointer to them.
A worked example
A 60-guest event, itemised. The figures are an example, not a recommended price, and GST at 10% is shown separately so the customer can see what they pay.
| Item | Quantity | Price | Amount |
|---|---|---|---|
| Food and service | 60 guests | $34.00 a head | $2,040.00 |
| Set up and travel | 1 | $120.00 | $120.00 |
| Crockery and cutlery hire | 60 guests | $4.50 a head | $270.00 |
| Subtotal | $2,430.00 | ||
| GST (10%) | $243.00 | ||
| Total | $2,673.00 | ||
| Deposit to confirm (25%) | $668.25 | ||
| Balance, due before the event | $2,004.75 |
That is $44.55 a head including GST. If you are not registered for GST, leave the line out and say so on the quote.
Mistakes that cost caterers money
- A single total with no lines. The customer cannot see why it costs what it does, so they compare it with a cheaper quote that shows less.
- No expiry date. A quote accepted six months later at a price from six months ago.
- Silence about extras. Travel, hire and late-night staff become a surprise on the invoice.
- No deposit on acceptance. The date is held and nothing is committed by the customer.
- Pricing from last year’s price. Costs move; the quote should be built from current costs.
Send it while they are still interested
Speed counts when a customer has asked several caterers, and a clear price sent promptly stands out. A template you fill in by hand is slow; a quote that prices from your menu and your availability is quick and consistent.
Questions
Short answers
- What should be included in a catering quote?
- The customer and event details, the menu with quantities, the price and total, what is and is not included, GST, the deposit and balance with due dates, how long the quote is valid and how to accept it.
- Should a catering quote be per head or a total?
- Both. Show the per-head price so the customer can compare and scale it, and the total so they know what they will pay. Show any fixed costs such as travel and set up as separate lines.
- How long should a catering quote be valid for?
- Long enough for the customer to decide and short enough that your costs and availability have not moved. State the expiry date on the quote. The right length depends on how fast your costs change and how far ahead the event is.
- Should a catering quote include GST?
- If you are registered for GST, show whether the prices include it and show the GST amount, so the total is clear. If you are not registered, do not add it. Check the current rules with your accountant.
- Is there a free catering quote template?
- Yes. The catering quote builder on this site takes the line items, does the arithmetic (total, per head and the deposit line) and writes the quote for you to copy. It stores nothing.
Next
Do the sum with your own numbers
Use the catering quote builder, or see how catering quote software does it for every job.
- Also read: catering deposits and contracts
- Also read: catering cost per head