Quotation format for caterers
A catering quotation prices a menu per plate for an assumed guest count, so the client can compare menus and know the cost of extra guests. Here is a free quotation format built for caterers and catering services. Download it in Excel, Word or PDF, or copy the sample below.
Sample quotation format for caterers
Quotation
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Vegetarian menu A, per plate | 200 | ₹450 | ₹90,000 |
| Live counter, chaat | 1 | ₹8,000 | ₹8,000 |
| Service staff, 8 persons | 8 | ₹800 | ₹6,400 |
| Transport and setup | 1 | ₹4,000 | ₹4,000 |
- Subtotal
- ₹1,08,400
- CGST 9% + SGST 9% (same state)
- ₹9,756 + ₹9,756
- Total
- ₹1,27,912
Sample figures only. 18% GST is shown as a typical rate for services; use the rate that applies to you. For another state, charge IGST instead of CGST and SGST.
The Excel file has working formulas, so you can change the quantities and rates and the totals update.
What to put on a quotation format for caterers
Along with the usual header, numbering, dates and totals, caterers should add:
- Event name, date, time and venue
- Menu name and what a plate includes
- Guaranteed guest count and extra-plate rate
- Advance received and balance due
Tips for caterers
- Define what one plate includes, dish by dish.
- State the minimum guaranteed count and the extra-plate rate.
- Give a date for confirming the final guest count and your cancellation terms.
Winning the job with your quotation format
Quote per plate, and say exactly what a plate includes: the number of starters, main dishes, breads, desserts and whether water and beverages are in. Offer two or three menu options at different rates, because clients almost always want to compare.
State the minimum guaranteed guest count you will bill even if fewer people come, the rate for extra plates, and the date by which the final count must be confirmed. Add your advance, the balance date and your cancellation terms, since ingredients are bought before the event.
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Start freeAlso: GST calculator · HSN and SAC finder
Questions
How do I quote for catering when the guest count is not final?
Quote a per-plate rate with a minimum guaranteed count and a rate for extra plates, and set a date for the client to confirm the final number.
Is a quotation different from a proforma or tax invoice?
Yes. A quotation is an offer with a price and is not a demand for payment. A tax invoice is issued when you supply the goods or services and is the document used for GST.
Can I create this in FINTY?
Yes. FINTY numbers your documents, adds the right CGST, SGST or IGST, keeps your client list and sends the PDF on WhatsApp. There is a free plan and a 30-day trial.