Free Catering Quote Template
Use this Catering Quote template to send a clear, itemized price before the work starts. Start from realistic sample line items, adjust them to your project, and download a professional PDF.
Opens the free quote generator with these sample items — edit everything.
Free · No sign-up · PDF download
- No.
- Q-0042
- Date
- Nov 2, 2026
- Valid until
- Dec 2, 2026
| Description | Qty | Price | Amount |
|---|---|---|---|
| Plated dinner — 3 courses (per guest) | 80 | $55.00 | $4,400.00 |
| Cocktail hour canapés (per guest) | 80 | $14.00 | $1,120.00 |
| Service staff (hours) | 32 | $32.00 | $1,024.00 |
| Rentals — tables, linens and glassware | 1 | $950.00 | $950.00 |
What to include on a Catering Quote
Every document should cover the basics on the left. The items on the right are specific to this type.
- The word "Quote" or "Estimate" and a unique number
- Your business details, license and tax ID where relevant
- Client name and project address
- Itemized scope with quantities and unit prices
- Subtotal, tax and total
- Validity date
- Exclusions and assumptions
- Payment terms and how to accept
Specific to a Catering Quote
- Event date, time, venue and type
- Estimated guest count and final-count deadline
- Menu with dietary options
- Staffing, rentals and delivery/setup
- Service charge, gratuity and taxes
- Deposit, payment schedule and cancellation policy
Tips for your Catering Quote
- Set a deadline for the final guest count (e.g. 10 days before) and say how changes after that are charged.
- Price per guest and itemize staff and rentals — clients can then adjust the package themselves.
- Distinguish a service charge from gratuity in your quote.
- Note venue requirements (kitchen access, load-in times, insurance certificates).
Frequently asked questions
How do caterers price events?
Usually per guest for food, plus staff by the hour, rentals, delivery and a service charge, with tax where applicable.
When should the final guest count be confirmed?
Commonly 7–14 days before the event. Put the deadline in the quote.
Is a catering deposit refundable?
That depends on your policy and local law. Many caterers use non-refundable deposits once the date is reserved — state your terms clearly.
This template and guidance are general information, not legal or tax advice. Requirements vary by country, state and industry — check local rules for your situation.
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