How binding is a quote?

Sending a quote isn't the same as signing a contract, but that changes the moment a client accepts. Many caterers aren't quite sure where they stand once a client says yes and something still goes wrong afterwards. When is a quote legally binding, what can you still change, and how do you protect yourself?

Is a quote always legally binding?

A quote on its own is an offer, not an agreement. An agreement only comes into existence once the client accepts it. That sounds simple, but a few details matter in practice.

First: the quote needs to be clear. If a client agrees to a quote that's vague about what's being delivered, disputes can crop up later about what was actually agreed. Being specific in your quote protects you, not the client.

Second: the client's acceptance doesn't need to be in writing to be valid. A verbal agreement counts too. But if it ever comes to a dispute, a written acceptance (or a reply email saying "agreed") is easier to prove.

How long is a quote valid?

A quote is valid for as long as the term you've stated in it. If it says "valid until 1 May 2026", the quote expires on that date. If no term is stated, a reasonable term applies. For catering that's usually a few weeks, depending on the nature of the event.

If the validity expires, you can send the client a revised version. Prices may have changed in the meantime, and you're not bound by the old quote if the client still wants to accept after the expiry date.

Tip: always put an expiry date on your quotes. That gives you room to update prices, and stops a client coming back months later to an outdated figure.

Can you withdraw a quote after sending it?

Yes, in principle, as long as the client hasn't yet agreed. If the client has already responded with acceptance, the agreement is sealed, and you can no longer withdraw the quote unilaterally without consequences.

If you do want to make changes, you need to do it in consultation with the client. Be transparent about why something's changing, whether that's a price adjustment or a change to the service.

What if the client wants to change something after agreeing?

Changes after acceptance are possible, but they amend the existing agreement. That means: discuss it, write down the new arrangements and confirm them in writing. A verbal "actually, let's do 80 people instead of 60" is exactly the kind of thing you always need to put in writing to avoid problems later.

If the change brings extra costs, you're entitled to additional payment. Always document this: send a revised quote or a written order confirmation with the new amounts.

How do you protect yourself as a caterer?

• Take a deposit. Ask for a deposit of 20 to 40% on acceptance. That reduces the risk of a last-minute cancellation with no compensation.
• State your cancellation terms. State in your quote what happens on cancellation: what portion of the amount is charged if the client cancels within 30, 14 or 7 days of the event.
• Keep all your communication. Emails, chat messages, written confirmations: if it ever comes to a dispute, a paper trail of your communication is your best defence.
• Use terms and conditions. Refer to your terms and conditions in your quote. These can cover things like payment terms, liability and dispute resolution.

Frequently asked questions

What happens when a quote's validity period expires?

Once the term expires, you're no longer bound by the old prices. If the client still wants to accept after the expiry date, you can send a revised quote with current prices. If no term is stated on the quote, a reasonable term applies, usually a few weeks for catering.

What if the client agrees verbally but then doesn't pay?

A verbal agreement is legally valid, but harder to prove. If you can show an agreement existed (through emails, chat messages or witnesses), you can hold the client liable. So always get clients to confirm in writing, even if it's just a reply email.

Can I raise the price after the client has agreed?

Not unilaterally. Once there's an agreement, the agreed amounts are binding. If you want a higher price because costs have risen or you made a mistake, you need to sort that out in consultation with the client. The client doesn't have to agree.

How long do I need to keep a quote?

The Belastingdienst requires you to keep business documents, including quotes and invoices, for 7 years. Keep them digitally and they won't take up any space.

What if I spot a mistake in the quote after the client has agreed?

Get in touch with the client as soon as possible. You can fix small mistakes (typos, the wrong date) without objection. For price changes you need their agreement. Transparency avoids hassle: explain what went wrong and offer a corrected version.

Are there situations where a quote isn't binding, even if the client has agreed?

Yes. If there's fraud, a mistaken assumption or abuse of circumstances, an agreement can be voided. In practice, catering disputes are almost always about unclear quotes or unfulfilled promises, not about these kinds of legal exceptions.

Catermonkey creates quotes that are clear about what you're delivering, when it expires and what the cancellation rules are, so you don't end up in a discussion later.

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