Free Catering Quote Template

Catering Quote Template Examples

Use these previews for layout and wording ideas. Start with the style that suits your catering package, then build your own quote in Docelf. Add the event details, guest count, and price.

Popular Catering Quote Layouts

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What Is a Catering Quote?

A catering quote is a written offer for a specific event. It shows the food service the customer chose and what it will cost.

Use a quote when the guest count and service style are clear enough to price. If the final headcount can still change, state the deadline and explain how a revised count affects the total.

Catering Quote, Estimate, or Invoice?

Choose the document based on how final the catering plan is and whether payment is due.

Make the Guest Count and Catering Price Easy to Review

Start with the food service the customer chose. Keep staffing, rentals, or other extras separate when they add to the price.

• Reuse saved customer and catering service details
• Price the event per person or by package
• Show staffing or rental charges on separate lines
• Adjust the guest count or rate and let Docelf update the total
• Turn the accepted catering quote into an invoice without entering the event again

How to Create a Catering Quote

Build the quote in the same order the customer will make the catering decision. Start with the event and guest count, then add the food service and any paid extras.

1 2 3 4 5 6 7

1. Add Your Catering Business: Enter your business name and the contact details the customer should use.
2. Add Your Logo: Add your logo. Use your usual colors and font if you want the quote to match your catering business.
3. Add the Customer and Event: Enter the customer details and event date. Add the venue and expected guest count.
4. Add the Quote Number and Dates: Add a quote number and issue date. Include a valid-until date and the deadline for the final guest count when your business uses one.
5. Add the Catering Package: List the selected menu or package. State the guest count used for pricing. Docelf calculates the total.
6. Add Paid Extras and Booking Terms: Price extra staff separately when they are not included. Do the same for a paid rental or delivery service. State the deposit and important payment terms.
7. Review the Quote and Send: Check the guest count, service style, and total. Then email the quote, print it, or download a PDF.

Before you send: Check the guest count and service style. Make sure the quoted menu and any extra staffing charges are clear.

What to Include in a Catering Quote

Show what the customer is ordering and what the quoted headcount covers.

• Customer and event: Add the customer, event date, venue, and expected guest count. Include service times when they affect the job.
• Menu and service: Name the menu or package. Make clear whether the job is drop-off or staffed service.
• Staff and rentals: Show extra staff separately when they are not included. Do the same for paid equipment or rentals.
• Deposit and final count: State the deposit and payment schedule. Add the final guest-count deadline and a valid-until date when your business uses them.

Choose How You Price the Catering Job

Use the method that matches your catering business. Make the base price easy to see, then show paid extras separately.

The Guest Count or Menu Changed?

A new headcount, menu change, or extra service can move the total. Update the quote so the customer sees the revised catering plan before you commit to the added food or staff.

Once the catering quote is final and accepted, turn it into an invoice in Docelf. The customer and line items carry over, so you do not have to re-enter the catering job.

Related Food and Event Quote Templates

Use the catering quote for food service. Choose another event template when the customer needs more than catering.

• Cake Quote Template
• Wedding Flower Quote Template
• Event Planning Quote Template
• Event Quote Template
• All Event & Travel Quote Templates

Other Quote Template File Formats

Choose a format you can update when the guest count or service package changes.

• Word Quote Template
• Google Docs Quote Template
• Excel Quote Template
• Google Sheets Quote Template
• All Quote Formats

Catering Quote Template FAQs

• What is a catering quote?

  A catering quote is a written offer that explains the food service you plan to provide for an event and what you plan to charge. It can show the menu or package and the guest count. Add staffing, rentals, or delivery when those services belong in the offer.

• What should I include in a catering quote?

  Include your business and customer details, plus the event date and venue. Show the guest count and selected menu or package. Add the service style and prices. Then state the deposit, total price, and payment terms.

• How do I price catering per guest?

  Set a per-person rate for the food or package, then multiply it by the quoted guest count. Show paid extras separately when they are not included in the per-person price. That might mean extra staff, rentals, or delivery.

• What if the final guest count changes?

  State when the final guest count is due and how a changed count affects the price. Update the quote when the new headcount changes the total, then ask the customer to accept the revised offer.

• Should catering staff and rentals be separate line items?

  They can be. Separate line items make it easier to show the food price and extra service costs. Use them for paid staff or rentals when those sit outside the package.

• Should I include a deposit on a catering quote?

  Include a deposit when your catering business requires one to reserve the date or begin event preparation. State the amount or percentage and when the remaining balance is due.

• What if the menu changes after the quote is accepted?

  Update the quote with the new menu or service and revise the price. Ask the customer to accept the updated quote before you order or prepare the added work.

• Can I turn an accepted catering quote into an invoice?

  Yes. In Docelf, you can turn the accepted catering quote into an invoice. Docelf reuses the customer details and line items, so you do not have to enter the event again.

• Can I email or download a catering quote?

  Yes. You can email the catering quote from Docelf, print it, or download a PDF. Your customer does not need a Docelf account to receive it.

Ready to Send the Catering Quote?

Give the customer one clear price based on the confirmed guest count and service style.

• Email the catering quote or download a PDF
• See when your customer opens and accepts it
• Turn the accepted quote into an invoice

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