How Binding Is a Quotation?
Sending a quote is not the same as signing a contract — but once a client accepts, that changes. Many caterers aren't sure where they stand when a client says yes and something goes wrong later. When does a quotation become legally binding, what can still be changed, and how do you protect yourself?
Is a quotation always legally binding?
A quotation is an offer, not an agreement. An agreement only exists once the client accepts it. That sounds simple, but a few details matter in practice.
First: the quote must be clear. If a client accepts a vague quote, disputes can arise later about exactly what was agreed. Specificity 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 a dispute arises later, a written acceptance — or even an email reply saying "agreed" — is much easier to prove.
How long is a quotation valid?
A quotation is valid for as long as the validity period you stated in it. If it says "valid until 1 May 2026", it expires on that date. If no period is stated, a reasonable period applies — for catering that's typically a few weeks, depending on the nature of the event.
If it expires, you can send the client a revised version. Prices may have changed in the meantime; you're not bound by the old quote if the client wants to accept after the expiry date.
Tip: always include a validity date in your quotes. It gives you room to update prices and prevents a client from coming back months later expecting the old amount.
Can you withdraw a quotation after sending it?
Yes, in principle — as long as the client hasn't yet accepted. If the client has already responded with acceptance, an agreement exists and you can no longer withdraw unilaterally without consequences.
If you want to make changes, you need to discuss them with the client. Be transparent about why something is changing, whether it's a price adjustment or a change in services.
What if the client wants to change something after accepting?
Changes after acceptance are possible, but they are amendments to the existing agreement. That means: discuss it, document the new arrangements, and confirm them in writing. A verbal "actually, let's do 80 guests instead of 60" is something you always want in writing to avoid problems later.
If the change results in additional costs, you're entitled to extra compensation. Always document this: send a revised quote or a written order confirmation with the new amounts.
How do you protect yourself as a caterer?
- Use a deposit. Ask for 20–40% upfront at acceptance. That reduces the risk of last-minute cancellations without compensation.
- State cancellation terms. Include in your quote what happens if cancelled: what percentage is charged within 30, 14 or 7 days of the event.
- Keep all communication. Emails, messages, written confirmations: if a dispute arises, communication records are your best defence.
- Use general terms and conditions. Reference your T&Cs in the quote. They can cover payment terms, liability and dispute resolution.
Frequently asked questions
What if the client verbally agrees but then doesn't pay?
A verbal agreement is legally valid but harder to prove. If you can demonstrate that an agreement existed — via emails, messages or witnesses — you can hold the client accountable. That's why you should always get written acceptance, even if it's just an email reply.
Can I raise the price after the client has accepted?
Not unilaterally. Once an agreement exists, the agreed amounts are binding. If you need a higher price due to rising costs or a mistake, you need to resolve that in discussion with the client. The client doesn't have to agree.
How long must I keep a quotation?
For tax purposes, business documents including quotes and invoices must be kept for 7 years. Store them digitally and they take up no physical space.
What if I find an error in the quote after the client accepted?
Contact the client as soon as possible. Small errors (typos, wrong date) can be corrected without issue. Price changes require the client's agreement. Transparency prevents trouble: explain what went wrong and offer a corrected version.
Are there situations where a quote isn't binding even if the client agreed?
Yes. Agreements can be voided in cases of fraud, mistake or undue influence. In practice, catering disputes almost always come down to unclear quotes or unkept promises — not these legal exceptions.
Catermonkey creates quotes that are clear about what you're delivering, when they expire and what the cancellation terms are — so there's no room for argument later.
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