Catering Quotation Format
A catering quotation is really a promise about one evening that cannot be repeated. If food runs short at a wedding, nobody remembers the price; they remember the empty counter. A good catering quotation sets clear expectations on menu, quantity, guest count and service, so there is no argument on the day itself.
This page explains how to quote catering for weddings, parties and corporate events, with a sample for a 300-guest reception.
Per plate pricing and the guest count
Most caterers price per plate. The quotation must say what one plate includes and how the final count is decided. Use a minimum guarantee: "Billing for a minimum of 300 plates. Extra plates served will be charged at Rs. 420 each." Ask for the final count a few days before the event and write that deadline in the terms.
For buffets, mention how you count plates: by plates issued at the counter, or by the confirmed guest count. Agreeing this in writing prevents the most common post-event dispute.
Write the menu in detail
- Welcome drinks and starters, with how many types and whether they are passed around or at a counter.
- Main course: each dish by name, for example paneer butter masala, dal makhani, mixed veg, jeera rice, and the breads.
- Live counters such as chaat, dosa or pasta, priced as a per-plate add-on.
- Desserts by name, and whether ice cream is included.
- Salads, raita, pickles and papad, which customers often forget to ask about.
- Water: bottles, dispensers or glasses, and who pays for them.
Sample catering quotation (wedding reception, 300 guests, veg buffet)
Annapoorna Caterers
Indore GSTIN 23ABCDE1234F1Z5 (sample)
QUOTATION
- Quotation No.
- QT/2026-27/013
- Date
- 01 Oct 2026
- Valid till
- 16 Oct 2026
Bill To
Jain family
Vijay Nagar, Indore
Subject: Veg buffet catering for wedding reception, 300 guests
Swipe the table sideways to see all columns
| # | Item | Qty | Unit | Rate (₹) | GST | Amount (₹) |
|---|---|---|---|---|---|---|
| 1 | Veg buffet per plate: 1 welcome drink, 2 starters, 4 main dishes, 2 breads, rice, 2 desserts | 300 | Plates | 420.00 | 5% | 1,26,000.00 |
| 2 | Live chaat counter (per plate add-on) | 300 | Plates | 55.00 | 5% | 16,500.00 |
| 3 | Packaged drinking water, 500 ml | 360 | Bottles | 12.00 | 5% | 4,320.00 |
| 4 | Uniformed service staff, 4 hours | 12 | Persons | 700.00 | 5% | 8,400.00 |
| 5 | Buffet setup with chafing dishes, counters and table linen | 1 | Job | 8,000.00 | 5% | 8,000.00 |
| 6 | Transport of food and equipment | 1 | Job | 3,500.00 | 5% | 3,500.00 |
Terms & Conditions
- Minimum guarantee 300 plates; extra plates at Rs. 420 each. Final count 3 days before event.
- Service 7 pm to 11 pm; overtime Rs. 1,500 per hour.
- 40% advance at booking, balance on event day before service.
- FSSAI registration number printed on every quotation.
For Annapoorna Caterers
Authorised signatory
Bank / UPI (sample)
Sample Bank, A/c 000123456789, IFSC SAMP0001234
UPI: annapoornacaterers@upi
Scan to Pay (sample)
Download this format: ExcelWordPDF
Sample for reference only. Rates are typical figures and vary by city and brand. GSTIN, bank and UPI details are made up. Outdoor catering is commonly billed at 5% GST, but rates depend on the type of supply and venue. Confirm with your accountant.
Service, setup and timing
Write the service style (buffet, served, or mixed), the number of uniformed staff, and the service duration, for example 7 pm to 11 pm. State the overtime rate per hour beyond that. Mention what you bring: chafing dishes, counters, table linen, crockery or disposables, and who provides tables and chairs if the venue does not.
Also say who is responsible for venue permissions, gas cylinders, power for live counters and waste removal. Venues have their own rules, and your quotation should not promise what the venue does not allow.
Advance, tasting and cancellation
Catering involves buying ingredients days in advance, so an advance is standard, with the balance before or on the event day. If you offer a food tasting, say how many people it covers and whether it is free or adjusted against the order. Add a cancellation term: how much of the advance is refundable if the event is cancelled a week before, or a day before. Include your FSSAI licence or registration number on the quotation.
Faster catering quotations
Caterers send many quotations in the wedding season, mostly with the same dishes in different combinations. In Quotely Pro you save your menu items and per-plate rates once, copy a previous quotation, change the menu and guest count, and send the PDF on WhatsApp. Take the booking amount with an advance receipt. If the client also needs stage, sound and decor, see the event management quotation format.
Frequently asked questions
What should a catering quotation include?
A catering quotation should include the per-plate rate with a detailed menu, minimum guarantee and extra plate rate, live counters, water, service style and staff count, service hours and overtime, setup items, responsibilities at the venue, advance, cancellation terms and your FSSAI number.
What is a minimum guarantee in catering?
A minimum guarantee is the least number of plates the client agrees to pay for, even if fewer guests come. Extra plates beyond it are charged at a stated rate. It lets the caterer plan quantities and protects against last-minute drops in guest count.
How do caterers price per plate?
Caterers add up ingredient cost, cooking and service labour, transport and overheads for the menu, then divide by the guest count. The per-plate rate depends on the number and type of dishes, live counters and service style.
What GST applies to outdoor catering?
Outdoor catering is commonly billed at 5% GST, without input tax credit. The rate can differ in some situations, such as certain hotel premises, so confirm the correct rate with your accountant.
Should a catering quotation include a cancellation policy?
Yes. Caterers buy ingredients and book staff in advance, so the quotation should state how much of the advance is refundable at different notice periods, such as a week or a day before the event.