I’ve sent more catering quotations than I can count over the last ten years, and I can tell you the moment a client decides to trust you usually isn’t the tasting — it’s the quotation. A clear, honest, well-structured quote says “we’re organised and we have nothing to hide.” A vague one says the opposite, no matter how good the food is.
Whether you’re a caterer building your first quote or a client who wants to know what a professional quotation should look like before you sign anything, this guide walks through the exact structure we use — with a free template you can copy.
What is a Catering Quotation?
A catering quotation is a formal document outlining the scope of catering services for an event: date, menu, guest count, pricing structure, and terms. It sets expectations before the contract is signed — and in my experience, most disputes between clients and caterers trace back to something that should have been written in the quotation and wasn’t.
Why a Well-Structured Quotation Matters
A good quotation builds trust and transparency, presents you professionally, prevents miscommunication, defines the price and scope precisely, and — this is the part caterers underestimate — genuinely increases conversion. Clients in Dubai almost always compare 3–4 quotes. The clearest one wins more often than the cheapest one. I’ve watched it happen for years.
Key Elements to Include
Whether the quote is for a wedding, a corporate function, or a private party, include all nine of these sections:
1. Event details — date, time, venue, and type of event.
2. Client information — full name, contact number, email, billing address.
3. Guest count — total number, plus notes on VIPs, children, and dietary restrictions. (A tip from experience: always write the confirmed number AND the maximum number. Guest counts in Dubai grow between booking and event day more often than they shrink.)
4. Menu and pricing — every item with a short description, price per dish or per package, serving style (buffet, plated, family-style), and portion sizes. If you’re not sure how to price per guest, our guide on how much wedding catering costs breaks down typical per-person ranges.
5. Service and equipment — number of staff and their roles, equipment supplied (tables, chafing dishes, cutlery, linens), and any extras like setup, décor, or live stations.
6. Terms and conditions — payment structure, cancellation and refund policy, liability. The three questions every Dubai client asks me: When do I pay? What if my guest count changes? What if I cancel? Answer all three in writing.
7. Total cost breakdown — itemized subtotal, VAT at 5% (shown separately — clients notice when it’s hidden inside the price), any discounts, and the grand total.
8. Business branding — logo, contact details, website, and your trade licence number. In the UAE, including the licence number on the quote builds instant legitimacy.
9. Signature and date — space for both parties, plus a validity period for the quote (we use 14 days, since ingredient prices move).
Sample Catering Quotation Template (UAE / AED)
[Your Business Name & Logo] [Address] | [Phone] | [Email] | [Website] | Trade Licence No: [XXXXX]
Quotation No: 001 Date: [DD/MM/YYYY] Valid until: [DD/MM/YYYY]
Client: [Full Name] Contact: [Phone, Email] Event date: [DD/MM/YYYY] Venue: [Address] Event type: [Wedding / Corporate / Private Party] Guests: [80 confirmed / 90 maximum]
Menu & Pricing
| Item | Quantity | Price per Unit | Total |
|---|---|---|---|
| Mini Chicken Shawarma (appetizer) | 100 pcs | AED 9 | AED 900 |
| Fattoush (per portion) | 80 | AED 8 | AED 640 |
| Chicken Biryani (per portion) | 80 | AED 18 | AED 1,440 |
| Mix Grill (per portion) | 80 | AED 26 | AED 2,080 |
| Umm Ali (per portion) | 80 | AED 7 | AED 560 |
| Live BBQ Grill Station service fee | 1 | AED 200 | AED 200 |
Subtotal: AED 5,820 VAT (5%): AED 291 Total: AED 6,111 (approx. AED 76 per guest)
Service Details
- 5 catering staff (including 1 supervisor)
- Buffet setup, service, and cleanup
- Serving window: 7:00 PM – 10:00 PM
- Transport and setup included within Dubai
Terms & Conditions
- 50% advance payment on confirmation
- Balance due on event day
- Final guest count confirmed 72 hours before the event
- Cancellation up to 3 days before the event (25% cancellation fee applies)
Signature (Caterer): ___________ Signature (Client): ___________ Date: ________
Tips From a Decade of Sending Quotes
Use plain language — a client who has to decode your quote won’t sign it. Never bury charges; the fastest way to lose a repeat client is a surprise line item on the final invoice. Brand every page. Highlight anything you’re including free (tasting session, delivery, extra staff hour) — value you don’t point out is value the client doesn’t see. And always follow up within 48 hours; in this market, the caterer who follows up first often wins the booking, not the one with the lowest price.
Final Thoughts
A professional quotation isn’t complicated — it’s just complete. Cover the nine sections above, show your VAT honestly, put your terms in writing, and you’ll convert more enquiries into bookings while protecting yourself from the misunderstandings that sour events.
And if you’re a client reading this: now you know exactly what to expect from a professional caterer’s quote. If a quotation you receive is missing half of these sections, that tells you something about how the event itself will be run. Planning an event and want to see how we do it? Request a quote for your event catering and compare it against this checklist.
