Quotes and estimatesQuote
Catering quote template
Price an event the way clients compare caterers: guests, menu, a per-head price, staff and extras, plus the deadline for final numbers and the deposit that holds the date.
Opens in the Salsox editor with 4 signing fields already placed for Client and Caterer. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Client
- Caterer (you)
Preview
Catering Quote
From: Ama's Kitchen Events, events@amaskitchen.example, 055 000 4321 For: Ghana Tech Founders Network, annual members' dinner
Event date: 5 December 2026 Service: 18:30 to 22:30 Venue: Movenpick Ambassador Hotel terrace, Accra Guests: 120
Menu
welcome drinks and canapes; jollof, fried rice, grilled tilapia and chicken; vegetarian kelewele and red-red; fruit platter and mini desserts.
Price
| Item | Detail | Amount |
|---|---|---|
| Food and drinks | 120 guests at GHS 320 per head | GHS 38,400 |
| Staff | eight serving staff and two chefs | GHS 4,000 |
| Equipment and extras | linen, crockery and buffet stations | GHS 2,600 |
| Total | GHS 45,000 |
Terms
- Final guest numbers and dietary requirements are due by 25 November 2026. After that date the client pays for the confirmed number, even if fewer guests attend.
- A deposit of GHS 13,500, 30% of the total secures the date and is due on acceptance. It is refundable less costs already incurred if the event is cancelled more than 30 days before the event date.
- The balance is due seven days before the event.
- This quote is valid until 6 November 2026.
Acceptance
I accept this quote for the event described above.
Client signature: Signature · Client Date: Date · Client Name: Name · Client
Caterer: Signature · Caterer
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Catering quote template
Event clients compare caterers on the same handful of numbers: guests, menu, price per head, and what else the total includes. This quote puts those first, so the comparison favours you when your offer is clear.
It separates food, staff and extras so the client can see what drives the price, and it handles the two things that cause most catering disputes: the deadline for final guest numbers, after which the client pays for the confirmed count, and dietary requirements, which must be given in advance. The deposit that secures the date and its refund rule are written next to the acceptance line.
Clients usually decide on the move. Sent through Salsox, the organiser can accept on their phone and pay the deposit at once, so the date is yours before another caterer replies.
- Signers
- 2
- Signing fields placed
- 4
- Details to fill in
- 19
How to use this template
Open it in Salsox
Choose Use this template. Sign up free if you have no account; the template opens straight after.
Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
The editor already has every signature, date and initials field in place. Add each signer's email and send; they sign on their phone, and everyone gets the sealed copy with its audit trail.
Used in
Questions
How do caterers price events?
Most price food per head, then add staff, equipment and extras separately. Showing each part lets the client see what they would change to fit a budget.
What happens if fewer guests come?
This quote sets a deadline for final numbers; after it, the client pays for the confirmed count even if fewer guests attend, because the food has been bought and prepared.
Can the client pay the deposit when they accept?
Yes. Send the quote through Salsox with Sign & Pay and the deposit is paid in the same step as the signature.
Related templates
Quotes and estimates
Quote template
A quote the client can accept by signing: itemised prices, what is and is not included, how long the price holds, and the terms that apply once they say yes.
Invoices and payments
Deposit invoice template
Request a deposit before you start: this invoice shows the project total, the deposit due now, when the balance is due, and whether the deposit can be refunded, so the client agrees to all of it at once.
Invoices and payments
Invoice template
A clean, complete invoice for freelancers and small businesses: who it is from and to, what was delivered, what is owed, by when, and how to pay. Everything an accountant expects to see on one page.
Invoices and payments
Payment plan agreement template
When a customer cannot pay all at once: agree the total, the instalments and their dates, what happens if one is missed, and that they can pay early, in one short document both sides sign.
NDAs
One-way NDA template
A unilateral non-disclosure agreement for when information flows in one direction: you are showing a contractor your product plans, an investor your numbers, or a buyer your business.
Proposals
Business proposal template
A proposal that reads like a decision document, not a brochure: the problem in the client's words, what you will do, when, for how much, and a place to sign yes.
Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.