According to Dutch law, a professional quotation must contain various mandatory information. Your company details, such as name, address, Chamber of Commerce number and VAT number, are required by law, as are correct customer details, date and validity period. The VAT statement must also be displayed in accordance with specific guidelines. By including all quotation components correctly, you protect yourself legally and avoid misunderstandings with customers.
What are the legal requirements for a quotation?
In the Netherlands, there are clear legal requirements for quotations, especially for companies in the hospitality and events industry. These rules are laid down in the Civil Code and the Turnover Tax Act.
The most important legal basis can be found in Article 6:217 of the Civil Code. This article states that a quotation must contain all relevant information necessary for the customer to make an informed decision. For catering quotations and event quotations, this means that you must be transparent about prices, services and conditions.
In addition, as an entrepreneur, you must comply with the information obligation under the Consumer Protection Enforcement Act. This law requires you to disclose certain business information so that customers know who they are doing business with.
Additional rules apply to VAT-registered businesses under the Turnover Tax Act. You must clearly indicate whether prices include or exclude VAT, and state your VAT number.
What company details should you always include in a quotation?
Your company details form the basis of every legally correct quotation. This information is not only required by law, but also instils confidence in your customers.
Mandatory company details on every quotation:
- Full company name (as registered with the Chamber of Commerce)
- Full address of your company
- Chamber of Commerce number (Chamber of Commerce registration number)
- VAT number (if subject to VAT)
- Telephone number and email address
- Website (if available)
For sole traders, state your own name and, if applicable, your trade name. For a private limited company or public limited company, use the official company name including the legal form.
Deze gegevens plaats je meestal in de header of footer van je offerte. Zo zijn ze altijd zichtbaar en voldoe je aan alle wettelijke vereisten voor offerte samenstellen.
How do you correctly state VAT on a catering quote?
VAT statements on catering quotes require specific attention, as different services may have different VAT rates.
Most catering services are subject to the low VAT rate of 9%. This applies to:
- Provision of food and beverages
- On-site catering
- Takeaway meals
The high VAT rate of 21% applies to:
- Alcoholic beverages (above 1.2% alcohol)
- Service costs and staff
- Equipment rental
- Event organiser
| service | VAT-rate | Example |
|---|---|---|
| Catering food | 9% | Buffet, lunch, diner |
| Alcoholic beverages | 21% | Wine, beer, spirits |
| Staff/service | 21% | Service, cooks |
| Equipment rental | 21% | Tables, chairs, crockery |
Always clearly state whether your prices include or exclude VAT. Use phrases such as “All prices exclude 9% VAT” or “€25.00 incl. VAT”.
What customer information should be included in a professional quotation?
Accurate customer details are not only important for professionalism, but also for the legal validity of your catering or event quotation.
Minimum customer data required:
- Full name of the customer or contact person
- Company name (for business customers)
- Full address
- Telephone number
- Email address
For business customers, it is advisable to also include the Chamber of Commerce number and VAT number. This prevents problems with invoicing and is useful for your administration.
For events, you should also mention:
- Location of the event (if different from the customer address)
- Date and time of the event
- Number of guests
- Contact person on the day itself
Ensure that all information is spelled correctly. Errors in customer information can lead to legal issues or miscommunication.
Which date and validity details are mandatory?
Date and validity details provide clarity about the timeline of your quotation and are legally required for a correct quotation.
Mandatory date and time data:
- Quotation date (when you draw up the quotation)
- Validity period (e.g. “This offer is valid for 30 days from the date of issue”)
- Desired date of delivery/execution
- Any deadlines for confirmation
A standard validity period for catering quotes is 30 days, but you can decide this yourself. For events with a fixed date, it makes sense to keep the quote valid until a few weeks before the event.
Also mention important milestones such as:
- “Confirmation required at least 2 weeks before the event”
- “Please provide final numbers 3 days in advance.”
- “Cancellation possible up to 48 hours before start”
This information protects you from last-minute changes and gives the customer clear expectations.
How do you ensure that your quotation is complete and legally correct?
A comprehensive checklist will assist you in verifying all legal requirements before submitting the quotation.
Always check these points:
- All company data complete and correct
- Customer details complete and spelled correctly
- VAT number and Chamber of Commerce number stated
- VAT entry correct per service
- Clear description of services
- Prices indicated inclusive or exclusive of VAT
- Validity period stated
- Terms and conditions of delivery included
Common mistakes to avoid:
- Forgot to mention VAT number
- Uncertainty about VAT included/excluded
- Do not specify a validity period
- Using incorrect VAT rates
- Incomplete customer details
By developing a fixed routine for checking the mandatory information in your quotation, you can avoid legal problems and appear more professional. A good quotation is the basis for successful cooperation with your customers.
Drawing up legally correct quotes becomes a lot easier with the right tools and processes. At Catermonkey, we help hospitality and event entrepreneurs streamline their quotation management on a daily basis, so that all legal requirements are automatically taken into account and you have more time for what really matters: organising fantastic events. Would you like to know more about how we can improve your quotation process? Contact us for a personal consultation.
Ready to improve your quotation process?
Do you have questions about drawing up legally correct quotes or would you like to know how the Catermonkey platform can support your business? We are happy to discuss the possibilities with you and share our expertise. Whether you have ideas for improving your current working methods or would like to know more about our solutions, we are here to help.
Plan your brainstorm with Catermonkey! During a no-obligation consultation, we will discuss how we can optimise your quotation and business processes.
