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BUSINESS GUIDES

Catering Quotation Template: Guest Counts, Menus and Extras

September 20, 2026

A catering quotation should explain what the customer receives, for how many guests, and which event costs are included. A per-person food price alone may not cover staff, delivery, equipment or service time.

Start with the event date, venue, service style and expected guest count. Then make the menu and additional services specific. This helps the customer compare the full event cost rather than choosing between incomplete headline prices.

Information to collect before quoting

  • Event date, location and proposed serving times.
  • Expected guest count and the deadline for confirming it.
  • Menu selections, portion basis and service style.
  • Staffing, setup, collection, equipment and delivery requirements.
  • Dietary and allergen-related requests to confirm through your catering process.

Do not promise that a dish is suitable for a particular allergy without verifying that through the appropriate food preparation process. The quotation can identify requests and confirmation steps; it should not make unsupported safety claims.

Catering quotation example for 50 guests

The following fictional example is before any applicable tax. It separates food from event support so the client can follow the calculation.

ItemQuantity and rateAmount
Agreed buffet menu50 guests × $28$1,400
Serving staff2 staff × 4 hours × $25$200
Equipment hireAgreed package$120
Delivery and setupFixed charge$80
Total quotation$1,800
Optional dessert selection50 guests × $6; not included$300

The base quote is $1,800. If the client adds the dessert option, the total becomes $2,100 before tax. State whether the staffing time includes setup and clearing, and what happens if the event runs longer.

Explain guest-count changes

A clear guest-count clause gives the client a final confirmation date and describes how the price will be recalculated. For example: “Pricing is based on 50 guests. Please confirm the final number by 10 October. Any revised total will be confirmed in writing before the event.”

If a minimum charge or minimum guest count applies, disclose it in the offer. Do not assume that every fixed cost falls when the guest count falls. In the example, removing five guests reduces the food component by $140, but staffing and delivery may stay the same if the arrangement is unchanged.

Separate menu choices from event logistics

Attach a menu description or identify an agreed menu version. Specify what is included in the package rather than leaving the customer to infer it from a photo. Drinks, crockery, linen, waste removal and venue fees should be clearly included, excluded or separately priced.

Confirm access and setup arrangements with the client. A venue with limited unloading access or a short service window may require different staffing. Record the assumptions instead of surprising the customer with extra charges after the event.

Set validity, booking and payment stages

State the quotation expiry date, the acceptance method and the agreed booking/payment process. A quote validity date and a final guest-count deadline serve different purposes. See quotation validity periods for a clearer explanation of the offer deadline.

If an advance payment is part of the agreement, show its amount or percentage and when the remaining balance is due. The deposit invoice guide explains how to request the payment clearly. When the approved scope is ready for billing, refer to converting a quotation to an invoice.

Frequently asked questions

Should I quote per person or a fixed total?

You can show both: the per-person basis for variable items and the complete total including fixed services. State the guest count used.

Should a service charge be included?

If one applies, identify it clearly and explain its basis. Do not hide it until the final invoice or describe it ambiguously.

What happens when the menu changes?

Confirm the new menu, any price difference and any effect on preparation or timing in a revised quotation.

Use the quotation generator to present the agreed menu and event costs in one readable PDF.

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