QuickQuote
Catering

Catering Quotation Template

Free catering quotation template with a working editor, live totals and PDF, Word or Excel downloads.

Catering quotes scale with headcount, so the per-guest rate and the minimum spend should be visible. This template prices the menu, staff and equipment separately.

Step 1 · The basics

Who is this quotation for?

Autosaves as you type
Business details, address and tax information
Tax, website and legal details
Client details
Issue date, validity and referenceQQ-TPL-CATERING

Step 2 · The work

What are you quoting?

Line 1
More line details
Line discount
Line 2
More line details
Line discount
Line 3
More line details
Line discount
Line 4
More line details
Line discount

Step 3 · Totals and terms

Adjustments, terms and branding

Optional. Your lines already make a valid quotation, so open a block only when this deal needs it.

Discounts, fees and taxNone
Fees (shipping, setup, delivery)
Terms, payment instructions and notes
Logo, colours and footer

Logo

Add or replace it directly in the document preview. PNG or JPG, up to 330 KB.

Preview the quotation
PageA4 · 210 × 297 mm

Northwind Studio

Northwind Studio LLC

18 Mission Street, Suite 400, San Francisco, CA 94105 hello@northwind.studio +1 415 555 0132 northwind.studio

Tax / VAT: US-4821-9930

Quotation

QQ-TPL-CATERING

Issued Nov 7, 2026

Valid until Nov 21, 2026

Bill to

Acme Ltd

1200 Market Street, Floor 9, San Francisco, CA 94102 maya@acme.test Tax ID: ACME-9

Project

Catering Quotation

USD

Canapés$1,120.00

80 guest × $14.00 · tax 0%

Three-course dinner$3,840.00

80 guest × $48.00 · tax 0%

Waiting staff$1,440.00

8 staff × $180.00 · tax 0%

Equipment hire and delivery$950.00

1 job × $950.00 · tax 0%

Scope of work

Three-course seated dinner for 80 guests with canapés, two waiting staff per ten guests and equipment hire.

Items (excl. tax)$7,350.00
Total$7,350.00

Payment terms

25% deposit on booking, balance seven days before the event.

Terms and conditions

Final guest numbers required ten days before the event. Dietary requirements required at the same time. Cancellation within 14 days is charged at 60%.

Northwind Studio LLC · 18 Mission Street, San Francisco · hello@northwind.studio

Total

$7,350.00

Blank template downloads

The blank version contains this template's row structure, units and terms with no figures. Use it to print and fill by hand, or to keep a master copy in Word. Your finished document is exported from the generator above, so the two are never confused.

Example total in this preview: $7,350.00 across 4 lines.

Go straight to the generator

Prefer to start empty? Open the general quotation generator and build the document from scratch.

Who this template suits

Suits caterers quoting weddings, corporate lunches, private parties and event catering.

What to include

  • The menu, with the per-guest price and any minimum number.
  • Staffing: chefs, waiting staff and hours.
  • Equipment hire, delivery and collection.
  • Dietary requirements and the deadline for final numbers.

How to complete it

  1. Step 1

    Agree the menu and the guest count, then the service style.

  2. Step 2

    Price food per guest, then staff and equipment.

  3. Step 3

    Set the confirmation date, deposit and cancellation terms.

Before you send

Pricing, pitfalls and proof

  • How it is pricedPrice food per guest, staff by headcount and hours, and equipment hire separately.
  • Common mistakeQuoting without a minimum number or a final-numbers deadline.
  • Keep as evidenceKeep the confirmed menu, dietary requirements and the guest count in writing.

Questions about this template

How do I handle changing guest numbers?

State the final numbers deadline and what happens after it. Most caterers charge for the confirmed number, not the number who attend.

Should staff be a separate line?

Yes. Staffing is often the difference between two quotes with similar food costs, and clients should see what service level they are buying.

What about dietary requirements?

Ask for them by a set date and state whether special meals carry an extra charge.

Is a deposit normal?

Yes. A deposit that covers food and staff is standard, with the balance due before or on the event date.