When planning an event, getting a clear and accurate quote from your caterer is crucial. A well-crafted Catering Quotation Email Sample serves as a foundational document for both you and the catering company, ensuring everyone is on the same page regarding services, costs, and expectations. This article will explore what goes into an effective catering quotation email and provide examples to help you communicate your needs professionally.
Why a Detailed Catering Quotation Email Sample is Essential
A comprehensive Catering Quotation Email Sample is more than just a price list; it's a commitment outlining the agreed-upon services for your event. It details everything from the menu items and beverage selections to staffing, equipment rental, and delivery fees. Having this information in writing prevents misunderstandings and provides a clear reference point should any questions arise later. It acts as a protective measure for both the client and the caterer, ensuring transparency and accountability.
- Menu breakdown
- Beverage options
- Dietary requirement considerations
The structure of a typical quotation email is designed for clarity and efficiency. It usually begins with a summary of the event details, followed by a line-by-line breakdown of costs. This allows clients to easily compare different aspects of the service and understand where their budget is being allocated. It also provides an opportunity for the caterer to showcase their offerings and build confidence in their ability to deliver a successful event.
| Service | Description | Cost |
|---|---|---|
| Food | Appetizers, Main Course, Dessert | $XXXX |
| Beverages | Soft Drinks, Water, Coffee | $XXX |
When reviewing a Catering Quotation Email Sample, pay close attention to the details. Are the portion sizes clearly stated? Are there any hidden fees for setup or cleanup? Is the payment schedule clearly outlined? Addressing these points upfront can save you a lot of hassle and ensure that your event runs smoothly without any unexpected financial surprises. It’s also wise to ensure the quotation includes information about cancellation policies and any service guarantees.
Catering Quotation Email Sample for a Corporate Luncheon
Subject: Catering Quote - [Your Company Name] Corporate Luncheon - [Date of Event]
Dear [Caterer Name],
Thank you for your interest in providing catering services for our upcoming corporate luncheon on [Date of Event] at [Venue Name]. We are expecting approximately [Number] attendees.
Based on our discussion, please find our proposed menu and quotation below:
- Menu Selection:
- Appetizers (Choose 2): [List of appetizer options and quantities]
- Main Course (Choose 1): [List of main course options]
- Side Dishes (Choose 2): [List of side dish options]
- Dessert (Choose 1): [List of dessert options]
- Beverage Package: [Details of beverage package, e.g., unlimited soft drinks, water, coffee]
- Service Staff: [Number] Servers, [Number] Bartenders (if applicable)
- Equipment Rental: [List of any required rentals, e.g., linens, tableware]
Quotation Breakdown:
- Food Cost: $[Amount]
- Beverage Cost: $[Amount]
- Staffing Fees: $[Amount]
- Equipment Rental: $[Amount]
- Delivery & Setup Fee: $[Amount]
- Total Estimated Cost: $[Total Amount]
Please let us know if this quotation meets your requirements. We kindly request confirmation by [Date].
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
Catering Quotation Email Sample for a Wedding Reception
Subject: Wedding Reception Catering Quote - [Couple's Names] - [Wedding Date]
Dear [Caterer Name],
Thank you for your proposal to cater our wedding reception on [Wedding Date] at [Venue Name]. We are thrilled with the options you've presented and are looking forward to discussing them further.
Below is the revised Catering Quotation Email Sample based on our consultations:
Guest Count: Approximately [Number] guests
Menu:
- Hors d'oeuvres: [List of hors d'oeuvres with quantities per person]
- Plated Dinner:
- Choice of (3) Entrees: [Entree 1, Entree 2, Entree 3]
- Accompaniments: [List of side dishes]
- Late Night Snack: [Details of late-night snack option]
- Dessert: Wedding Cake Cutting & Service (provided by client), [Additional dessert options]
Beverage Service: Open Bar for 5 hours (Beer, Wine, Standard Spirits)
Staffing: [Number] Servers, [Number] Bartenders, [Number] Captain
Rental Items: [List of items, e.g., china, glassware, flatware, linens]
Quotation Summary:
- Catering Service Fee: $[Amount]
- Beverage Service Fee: $[Amount]
- Staffing & Gratuity: $[Amount]
- Rental Fee: $[Amount]
- Contingency: $[Amount]
- Grand Total: $[Total Amount]
We require confirmation of your availability and this quote by [Date]. We are eager to proceed with booking your services.
Warmly,
[Couple's Names]
Catering Quotation Email Sample for a Birthday Party
Subject: Birthday Party Catering Quote - [Child's/Adult's Name] - [Party Date]
Dear [Caterer Name],
We're so excited about the upcoming birthday party for [Child's/Adult's Name] on [Party Date] at [Venue Name]. We anticipate [Number] guests, including children and adults.
Here is our Catering Quotation Email Sample for your review:
Menu Options:
- Kid-Friendly Options: [e.g., Mini pizzas, chicken tenders, fruit skewers]
- Adult Options: [e.g., Slider bar, gourmet wraps, pasta salad]
- Cake: [Specify if cake is included or separate]
- Beverages: [e.g., Juice boxes, soda, iced tea]
Service Level: Drop-off and setup service required.
Quotation:
- Food & Beverages: $[Amount]
- Delivery & Setup Fee: $[Amount]
- Total: $[Total Amount]
Please confirm your availability and this quote by [Date]. We're looking forward to a fun celebration!
Best regards,
[Your Name]
Catering Quotation Email Sample for a Casual Backyard BBQ
Subject: Backyard BBQ Catering Quote - [Family Name] - [Party Date]
Dear [Caterer Name],
We're planning a casual backyard BBQ for [Number] guests on [Party Date] at our home, [Your Address]. We're hoping for a relaxed atmosphere with delicious, easy-to-eat food.
Here is the Catering Quotation Email Sample you requested:
Menu:
- Main Grill Items: [e.g., Hamburgers, hot dogs, BBQ chicken]
- Sides: [e.g., Potato salad, coleslaw, corn on the cob]
- Dessert: [e.g., Brownies, cookies]
- Beverages: [e.g., Assorted sodas, water]
Service: We would like to opt for drop-off catering with minimal setup. Plates, napkins, and cutlery should be included.
Quotation:
- Food & Beverage Package: $[Amount]
- Delivery & Setup: $[Amount]
- Total: $[Total Amount]
Please confirm your ability to meet our needs and this quote by [Date].
Thanks,
[Your Name]
Catering Quotation Email Sample for a Cocktail Party
Subject: Cocktail Party Catering Quote - [Event Name] - [Party Date]
Dear [Caterer Name],
We're organizing a cocktail party for [Number] guests on [Party Date] at [Venue Name] and would love your expertise in providing elegant hors d'oeuvres and beverages.
Please see the Catering Quotation Email Sample below:
Menu:
- Passed Hors d'oeuvres (selection of 6): [List of hors d'oeuvres]
- Stationary Appetizer Display: [Details of display]
Beverages:
- Full Bar Service (5 hours): [Specify liquor, wine, beer selection]
- Signature Cocktail (optional): [Details of signature cocktail]
Staffing: [Number] Bartenders, [Number] Servers
Quotation:
- Hors d'oeuvres: $[Amount]
- Beverage Package: $[Amount]
- Staffing: $[Amount]
- Total Estimated Cost: $[Total Amount]
Kindly confirm your availability and this quote by [Date].
Best regards,
[Your Name]
Catering Quotation Email Sample for a Brunch Event
Subject: Brunch Catering Quote - [Organization Name] - [Event Date]
Dear [Caterer Name],
We are planning a brunch event for [Number] attendees on [Event Date] at [Venue Name]. We are seeking a delightful and varied brunch menu.
Here is the Catering Quotation Email Sample for your review:
Menu:
- Hot Items: [e.g., Scrambled eggs, bacon, sausage, pancakes, French toast]
- Cold Items: [e.g., Fresh fruit platter, yogurt parfaits, assorted pastries]
- Beverages: Coffee, tea, orange juice, cranberry juice
Service: Buffet style setup with disposable serving ware.
Quotation:
- Brunch Buffet Cost Per Person: $[Amount] x [Number] guests = $[Total Food Cost]
- Beverage Cost: $[Amount]
- Delivery & Setup Fee: $[Amount]
- Total Estimated Cost: $[Total Amount]
Please confirm your availability and this quote by [Date].
Sincerely,
[Your Name]
[Your Title]
Catering Quotation Email Sample for a Conference Break
Subject: Conference Break Catering Quote - [Conference Name] - [Date of Break]
Dear [Caterer Name],
We are organizing catering for a coffee break during our conference on [Date of Break] at [Venue Name] for approximately [Number] attendees.
Here is the Catering Quotation Email Sample we require:
Menu:
- Assorted Coffee & Tea Station
- Pastries & Muffins
- Fresh Fruit Salad
Service: Drop-off and setup required.
Quotation:
- Cost Per Person: $[Amount]
- Total Cost for [Number] Attendees: $[Total Amount]
- Delivery Fee: $[Amount]
- Grand Total: $[Total Amount]
Please confirm your availability and this quote by [Date].
Regards,
[Your Name]
Catering Quotation Email Sample for a Small Office Gathering
Subject: Office Gathering Catering Quote - [Your Department] - [Date of Gathering]
Dear [Caterer Name],
We're planning a small gathering for our team on [Date of Gathering] at our office for about [Number] people. We're looking for a simple and convenient catering solution.
Please find the Catering Quotation Email Sample below:
Menu:
- Sandwich Platters (Assorted Varieties)
- Salad Bowls (e.g., Garden Salad, Caesar Salad)
- Assorted Cookies & Brownies
- Bottled Water & Soda
Service: Drop-off delivery only.
Quotation:
- Food & Beverage Package: $[Amount]
- Delivery Fee: $[Amount]
- Total: $[Total Amount]
Kindly confirm your ability to fulfill this request and the total cost by [Date].
Thanks,
[Your Name]
[Your Department]
Catering Quotation Email Sample for a Food Truck Event
Subject: Food Truck Event Quote - [Event Name] - [Event Date]
Dear [Food Truck Name/Contact Person],
We are interested in booking your food truck for our event, [Event Name], on [Event Date] at [Venue Name]. We anticipate [Number] guests.
Here is the Catering Quotation Email Sample we've prepared:
Food Truck Services:
- Menu: We are interested in your [Specify desired menu items or type of cuisine]. Please provide options suitable for a diverse crowd.
- Service Hours: [Specify desired hours for the food truck to be on-site]
- Guest Experience: Please outline how your service will operate to ensure efficient serving for our guests.
Quotation:
- Minimum Spend/Hourly Rate: $[Amount]
- Estimated Cost for [Number] Guests (based on average purchase): $[Amount]
- Any Additional Fees (e.g., travel, permits): [List fees if applicable]
- Total Estimated Cost: $[Total Amount]
Please confirm your availability and provide a detailed quote based on our requirements by [Date].
Sincerely,
[Your Name]
[Your Event]
Crafting a clear and detailed catering quotation email is a vital step in successful event planning. By providing all necessary information upfront and reviewing quotes meticulously, you can ensure a smooth and enjoyable experience, free from surprises. These samples aim to guide you in articulating your needs effectively, leading to a successful collaboration with your chosen caterer.