Catering quote template
A quote is per-person math the client can read in 30 seconds. Get the structure right and the BEO writes itself later.
The quote structure
| Line | Example |
|---|---|
| Menu (per person × guests) | Buffet package B — $32/pp × 120 = $3,840 |
| Bar / beverage | Beer & wine package — $14/pp × 120 = $1,680 |
| Labor | 6 servers + 2 bartenders, 6 hrs @ $35 = $1,680 |
| Rentals | China & linen — $580 |
| Service charge 20% | $1,556 |
| Sales tax (on taxable lines) | varies by state |
| Total & deposit | $9,336 — 50% to book |
Margin rules
Food cost should land at 28-32% of the menu price; labor billed at 2-2.5× wage; never quote a flat total without the per-person breakdown (scope creep eats flat quotes alive). Put a final-count deadline on every quote.
Quote accepted? Paste it into the BEO generator and the operational document is done.
Frequently asked questions
Should the quote show service charge separately?
Yes — bundling it into menu prices makes you look 20% more expensive than competitors who itemize. Itemize it and note whether it's taxable in your state.
How long should a quote stay valid?
14-30 days, stated on the quote. Food costs move; open-ended quotes from last season are how caterers lose money.