Caterer Quote Template
A caterer quote commits to one fixed price for a defined scope: here $10,071.00 for buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china, built from 9 lines with a 50% deposit on acceptance. It is valid for 30 days and has a signature block. Edit it and download the PDF.
Pre-filled for a caterer: buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china. Example prices: replace them with your own.
From
Maple Row Catering
399 Market Street
Salem, MA 01970
billing@example.com
(512) 555-0199
Quote
Quote for
Jamie Ortiz
140 Orchard Drive
Springfield, IL 62704
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Buffet dinner, two entrees and three sidesHerb-roasted chicken, braised short rib, seasonal salad, rolls | 120 guest | $38.00 | $4,560.00 |
| Passed appetizers, four varietiesAbout five pieces per guest during the first hour | 120 guest | $9.00 | $1,080.00 |
| Non-alcoholic beverage stationIced tea, lemonade, infused water and coffee service | 120 guest | $4.50 | $540.00 |
| Event servers, setup through breakdownFive servers for 6 hours | 30 hr | $35.00 | $1,050.00 |
| Event captain | 7 hr | $45.00 | $315.00 |
| China, flatware and glassware rental | 120 guest | $6.00 | $720.00 |
| Chafing dishes and linens for 15 tables | 1 lot | $420.00 | $420.00 |
| Delivery and on-site kitchen setup | 1 each | $150.00 | $150.00 |
| Service charge, 20% of food and beverageCovers staffing and event administration; not a gratuity | 1 each | $1,236.00 | $1,236.00 |
- Subtotal
- $10,071.00
- Quote total
- $10,071.00
Notes
Fixed price for the scope listed. Caterers commonly take a deposit, often 25-50%, to hold the date and buy ingredients, with the remainder due before the event once the final guest count is locked. Sign and return to accept.
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Caterer quote at a glance
| Fixed price | $10,071.00 before tax |
|---|---|
| Scope | Buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china |
| Valid until | 30 days after the quote date |
| Due on acceptance | $5,035.50 (50%) |
| Due on completion | $5,035.50 |
| Lines quoted | 9 |
What the $10,071.00 caterer quote covers
| Included | Quantity | Price |
|---|---|---|
| Buffet dinner, two entrees and three sides (Herb-roasted chicken, braised short rib, seasonal salad, rolls) | 120 guest | $4,560.00 |
| Passed appetizers, four varieties (About five pieces per guest during the first hour) | 120 guest | $1,080.00 |
| Non-alcoholic beverage station (Iced tea, lemonade, infused water and coffee service) | 120 guest | $540.00 |
| Event servers, setup through breakdown (Five servers for 6 hours) | 30 hr | $1,050.00 |
| Event captain | 7 hr | $315.00 |
| China, flatware and glassware rental | 120 guest | $720.00 |
| Chafing dishes and linens for 15 tables | 1 lot | $420.00 |
| Delivery and on-site kitchen setup | 1 each | $150.00 |
| Service charge, 20% of food and beverage (Covers staffing and event administration; not a gratuity) | 1 each | $1,236.00 |
| Quoted price | $10,071.00 |
Quoting catering at a fixed price
A catering quote should price the menu per guest, name the minimum guest count and the date the final count is due, list staffing hours and rentals, and say how long menu prices are held while food costs move.
The quote turns 37 hours of labour into a fixed $1,365.00; if the job runs over, the catering business absorbs the extra time, so quote hours you are confident about.
The biggest single commitment is "Buffet dinner, two entrees and three sides" at $4,560.00 (45% of the price): name the exact model, grade or deliverable so there is no argument about what was promised.
What is fixed in this quote
- Products: Buffet dinner, two entrees and three sides, Passed appetizers, four varieties and Non-alcoholic beverage station, fixed at $6,180.00.
- Labour: Event servers, setup through breakdown and Event captain, fixed at $1,365.00.
- Fees: Service charge, 20% of food and beverage, fixed at $1,236.00.
- Equipment: China, flatware and glassware rental and Chafing dishes and linens for 15 tables, fixed at $1,140.00.
- Travel: Delivery and on-site kitchen setup, fixed at $150.00.
- Anything outside "Buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china" needs a new quote or a signed variation.
The acceptance block
A quote becomes an agreement when the customer accepts it; leave room at the bottom of quote QUO-4797 for:
- The accepted price, $10,071.00, and the quote number
- Customer name (Jamie Ortiz in the sample), signature and date
- The deposit due on signing, $5,035.50, and how to pay it
- The last day the price holds (30 days after issue in this sample)
Caterer pricing tips
- Bill the menu on the guaranteed guest count confirmed at your final-numbers deadline, not on the RSVPs the host was hoping for, and print that deadline on the invoice so the count cannot drift down the night before.
- Spell out what the service charge pays for; hosts and guests often read it as a tip for the servers, so if it covers staffing and administration, say so and show any gratuity as a separate, optional line.
- List rented china, linens and chafers apart from the food, so the host sees the per-guest rental cost and so broken plates or missing serving pieces can be billed later against those exact lines.
- Show vegetarian, gluten-free and allergy plates as counted portions within the menu, which proves the kitchen prepared them and settles any claim that a special-diet guest went without dinner.
Quote or estimate for catering?
Caterers rarely need a separate estimate: the scope is usually clear enough to commit to a price such as $10,071.00 up front.
Frequently asked questions
How do I write a caterer quote?
List exactly what is included (9 lines for buffet dinner for 120 guests at a company anniversary party, with passed appetizers, servers and rented china in the sample), give one fixed price ($10,071.00), the validity period and payment terms, and add a signature block for acceptance.
Is a caterer quote binding once accepted?
Generally yes: an accepted quote is a fixed-price offer for the scope it describes, so extra work needs a new quote or a signed variation. Local contract law decides the details.
Should a caterer quote ask for a deposit?
Caterers commonly take a deposit, often 25-50%, to hold the date and buy ingredients, with the remainder due before the event once the final guest count is locked.