Catering Quote Template
Estimate events clearly — per head, staffing and rentals — so clients book your catering.
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Quote
How to quote as a caterer
A catering quote books the event when it’s built around a per-head food cost, with staffing, rentals and delivery as separate lines. Clients want to see how the budget scales with the guest count before they commit.
This template opens with a per-guest line plus staffing and rentals, a deposit and a validity period. Set the headcount and send a professional estimate.
What to include
- Event date, guest count and menu
- Food cost per head × guests
- Service staff and hours
- Equipment / tableware rental and delivery
- Validity period and booking deposit
Typical terms: Valid 30 days · 40% deposit · final headcount 7 days prior
Frequently asked questions
How do I quote catering per head?
Set the guest count as the quantity and your per-head price as the rate; keep staffing, rentals and delivery as separate lines. The client sees exactly how the cost scales with numbers.
How do I handle a changing headcount?
Quote the current estimate and note a final-headcount deadline in the terms (e.g. 7 days prior). The quote adjusts as numbers firm up, with the deposit securing the date.
Is the catering quote template free?
Yes — create and download it with no account. A free account adds saved clients and one-click conversion to an invoice.
Is this quote generator free?
Yes — CalculatorAI's quote generator is completely free. Build, customise and download as many professional PDF quotes as you want, with no signup, no watermark and no trial limit. A free account adds saved clients, quote history and one-click conversion to an invoice when you win the job.
Do I need an account or a credit card to make a quote?
No. You can generate and download a quote without an account and without entering any payment details. Signing up is free and lets you save clients, reuse quotes and turn an accepted quote into an invoice — but it is never required to create one.
Won the job? Turn this quote into an invoice
When the client accepts, convert this quote into an invoice in one click and track it through to paid — all free in the Invoices Tracker.
Open the Invoices Tracker