Requesting a deposit as a caterer: how much and when?
You've sent a great quote, the client agrees, and then you hear nothing for a while. Or worse: two weeks before the event someone calls to say it's off. A deposit prevents both situations. But how much do you ask for, and when? Those are the questions we answer here.
Why a deposit does more than you think
A deposit isn't just a way to cover your purchasing costs. Although that alone is reason enough to ask for one. It also makes clear that the booking is serious. Someone who pays isn't still in the "just looking around" phase. That side effect is just as valuable as the money itself.
For larger events, purchasing often needs to happen weeks in advance: ingredients you reserve, staff you book, equipment you hire. If the job falls through a week before the event, you've already incurred those costs. A deposit covers that risk.
How much should you ask for?
Most caterers work with 25 to 50% of the total order value. A rough guideline:
- Small jobs (under €500): 25–30%. The amount is manageable, the purchasing limited.
- Medium events (€500–€2,000): 30–40%. You're already booking staff and ordering supplies early.
- Large events (above €2,000): 40–50%. Your risk is greater, the logistics more complex.
There's no fixed rule, but deliberately deviating from the market standard is different from accidentally setting it too low.
When do you ask for it?
As soon as the client approves the quote. Not after that, not after a second confirmation: right at acceptance.
In practice, it works like this:
- Client approves the quote, verbally or by email.
- You send the deposit invoice the same day.
- Once payment is received, the booking is confirmed.
That sequence matters. A verbal agreement feels solid but can dissolve quickly. A payment doesn't.
Put it in your quote
Many caterers ask for a deposit after the fact, as if it's an extra step they need to sell. But if you include it in your quote, you don't have to negotiate it later.
A simple sentence is enough:
"Upon acceptance of this quote, we will send a deposit invoice for 40% of the total amount. The booking is confirmed once the deposit has been received."
That sets the client's expectations upfront, and you don't have to raise it as a separate conversation.
What if someone doesn't pay?
Send a reminder after five working days. No response? Follow up by phone. Keep the date in your diary for now, but don't commit to any purchasing yet.
If payment doesn't come and the date is approaching, you're within your rights to cancel the booking. Include that in your quote too: "If the deposit is not received, [your company name] reserves the right to cancel the booking." Then everyone knows where they stand.
Frequently asked questions
Can I ask for a 100% deposit?
You can, but it puts a lot of clients off, especially for a first booking. Some caterers do use full prepayment for small or last-minute jobs, but for regular events 30–50% is the standard. Whatever you decide, put it in your quote terms so there's no debate later.
Is a deposit binding if I didn't include it in my quote?
No. If your quote says nothing about a deposit and the client accepts, you can't demand one afterwards. That's why it's worth adding it to your quote template so it goes out automatically every time.
What if a client asks for a lower deposit?
You can discuss it, but know your limit. A lower amount increases your risk, so consider tightening other terms: a shorter payment deadline for the remainder, or stricter cancellation conditions. Negotiating is fine, as long as your purchasing costs aren't left uncovered.
How do I process the deposit in the final invoice?
Show the deposit as a paid amount on the final invoice so the client can see it's already been deducted. Something like "Deposit received on [date]: -€450.00". It avoids questions and makes for a clean wrap-up.
What if they cancel: do I have to refund the deposit?
That depends on your cancellation terms. Without them in writing, you're on weaker legal ground. The standard approach: cancellation more than four weeks before the event gives the right to a partial refund; within two weeks, it doesn't. Set out the scale upfront in your quote or general terms.
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