If you’re in the catering services Dubai scene, sending out professional and detailed quotations is essential to securing events and building trust with clients. A well-crafted catering quotation provides a clear breakdown of your services, costs, and terms—helping both you and your client stay aligned from the start.
In this guide, we’ll walk you through the step-by-step process of writing a catering service quotation and provide a downloadable template you can customize for free.
What is a Catering Quotation?
A catering quotation is a formal document shared with a potential client, outlining the scope of catering services offered for an event. It includes essential information such as the event date, menu options, number of guests, pricing structure, and terms and conditions.
Whether you’re a small business or one of the top catering companies in Dubai, this document plays a vital role in setting expectations and avoiding miscommunication before the final contract is signed.
Why a Well-Structured Catering Quotation Matters
- Enhances trust and transparency
- Builds your professional image
- Reduces chances of miscommunication
- Clearly defines pricing and scope
- Increases your chance of client conversion
Key Elements to Include in a Catering Quotation
Whether you’re catering for a wedding, corporate event, or private party, make sure your quotation includes the following sections:
1. Event Details
- Event date and time
- Venue location
- Type of event (e.g., wedding, corporate, birthday)
2. Client Information
- Full client name
- Contact number and email
- Billing address
3. Guest Count
- Total number of guests
- Notes on VIPs, children, or dietary restrictions
4. Menu Options and Pricing
- List of menu items with descriptions
- Price per dish or package
- Customizable menu options
- Portion sizes and serving styles (buffet, plated, etc.)
5. Service & Equipment Provided
- Number of catering staff and roles
- Equipment supplied (tables, cutlery, linens)
- Additional services (decor, setup, entertainment)
6. Terms & Conditions
- Payment structure (advance, final payment)
- Cancellation and refund policies
- Liability disclaimers
7. Total Cost Breakdown
- Itemized subtotal
- Taxes and extra charges
- Discounts (if applicable)
- Final grand total
8. Business Branding
- Your company logo
- Contact details, website, social media
- Business license or registration info (if applicable)
9. Signature and Date
- Signature space for both client and caterer
- Date of quotation
Sample Catering Quotation Template
[Your Business Name & Logo]
[Your Address]
[Phone Number] | [Email Address] | [Website]
Quotation Number: [001]
Date: [DD/MM/YYYY]
Client Name: [Client Full Name]
Contact Details: [Phone, Email]
Event Date: [DD/MM/YYYY]
Venue: [Venue Address]
Type of Event: [Wedding/Corporate/etc.]
Menu & Pricing
| Item | Quantity | Price per Unit | Total |
| Grilled Chicken Skewers | 100 | ₹120 | ₹12,000 |
| Vegetable Biryani | 80 | ₹100 | ₹8,000 |
| Chocolate Mousse Cups | 80 | ₹70 | ₹5,600 |
Subtotal: ₹25,600
Taxes (5% GST): ₹1,280
Total Cost: ₹26,880
Service Details
- 5 Catering Staff (including 1 Head Chef)
- Buffet Setup and Cleanup
- Serving Time: 7:00 PM to 10:00 PM
Terms & Conditions
- 50% advance payment upon confirmation
- Remaining 50% due on event day
- Cancellation allowed up to 3 days before the event (25% cancellation fee applies)
- Prices include transportation and setup
Signature (Caterer): ___________________
Signature (Client): ___________________
Date: ________________
Tips for Writing Better Catering Quotations
- Use clear, professional language
- Avoid hidden charges
- Include your branding for a polished appearance
- Highlight any extras (discounts, freebies) to add value
- Always follow up after sending the quotation
Final Thoughts
Creating a professional catering quotation doesn’t have to be complex. With a clear structure and the right information, you can impress potential clients and convert leads into loyal customers. Whether you use Word, Excel, PDF, or Google Docs, the key is consistency and clarity. Feel free to customize the provided template to suit your unique catering style and services.