In the Netherlands, there are specific legal requirements for quotations that every hospitality and events entrepreneur must be aware of. A quotation must contain mandatory company details, state a period of validity and show correct VAT information. These rules protect both you as an entrepreneur and your customers, and provide clarity about rights and obligations.
Legal requirements for quotations: what do you need to know?
As a catering or events entrepreneur, your quotation must comply with various legal provisions. Dutch law sets clear requirements for what must be included in a quotation and how it must be drawn up.
The most important legal frameworks originate from the Civil Code and the General Terms and Conditions Act. These rules ensure that your customers know exactly where they stand when they receive your quotation.
There are specific points to consider for catering companies and event organisers. For example, you must clearly state which services you provide, what the costs are and under which conditions you work. This prevents misunderstandings and legal problems later on.
A professional quotation in the hospitality industry always includes your full company details, a clear description of your services, prices including VAT and the period of validity. Any additional costs, such as transport or staff, must also be stated transparently.
What information must be included on every quotation?
Every catering quotation must contain certain mandatory information in accordance with Dutch law. This information protects both parties and ensures legally valid agreements.
Your company details form the basis of every quotation. Always state your full company name, address, postcode and town. Your Chamber of Commerce number and VAT number are also mandatory. For event organisers, your contact details such as telephone number and email address must be clearly visible.
The service or product description must be specific and clear. Write exactly what you deliver, how many people you serve and what additional services you offer. For catering services, this means, for example, a detailed menu description, the number of courses and any dietary requirements.
Price information must be complete and transparent. Display all costs, including VAT amounts and any surcharges. Also clearly state what is not included in the price, such as additional staff or transport costs outside a certain radius.
| Verplichte gegevens | Why it is important |
|---|---|
| Company name and address | Legal identification |
| Chamber of Commerce number and VAT number | Fiscal transparency |
| Service/product description | Clarity about delivery |
| Prices include VAT | Financial transparency |
| Period of validity | Time frame for acceptance |
How long is a quotation valid according to the law?
The validity period of a quotation is an important legal aspect that you must always state. Without a clear time limit, this can lead to confusion and legal problems.
If you do not specify a period of validity, a “reasonable period” applies in accordance with the Civil Code. For the hospitality and events industry, this usually means between 14 and 30 days, depending on the complexity of your services.
For catering services, it is wise to use shorter validity periods, especially for seasonal products or fluctuating prices. A validity period of 14 days is common for standard catering services, while complex events sometimes get 30 days.
Please note that once the validity period has expired, you are no longer bound by the prices and conditions. Your customer can no longer accept the quotation without your new consent. This protects you against unexpected cost increases or changed circumstances.
Tip voor evenementenorganisaties: vermeld altijd een duidelijke einddatum en tijd, bijvoorbeeld “Deze offerte is geldig tot 15 maart 2024, 17:00 uur”. Dit voorkomt discussies over late acceptaties.
What are your rights and obligations after submitting a quotation?
After sending a quotation, specific legal obligations arise for you as an entrepreneur. You are bound by the conditions you have set for as long as the quotation is valid.
You are obliged to honour your quotation if the customer accepts it within the period of validity. This means that you must provide the services at the agreed price and under the specified conditions. For catering companies, this applies, for example, to the menu composition, number of people and delivery date.
At the same time, you also have rights. You may withdraw the quotation before acceptance, provided you communicate this clearly. You may also make changes in consultation with the customer, but only with mutual consent.
Important for event organisers: once a customer accepts your quotation, an agreement is formed. You can no longer unilaterally increase the price or change the terms and conditions. Therefore, ensure that your quotation is complete and realistic.
In the event of cancellation by the customer, the terms and conditions included in your quotation apply. Always clearly state your cancellation policy and any costs involved.
What VAT rules apply to quotations in the hospitality industry?
The VAT rules for hospitality quotes are specific and vary depending on the type of service. As an entrepreneur, you must apply these correctly to avoid problems with the tax authorities.
Catering services are usually subject to the reduced VAT rate of 9% for foodstuffs. Please note: this only applies to the food itself, not to additional services such as waiting staff or equipment hire. These are subject to the higher rate of 21%.
Event organisation often involves mixed VAT rates. Catering is subject to 9%, but services such as entertainment, decoration and technical support are subject to 21%. You must clearly separate these in your quotation.
Always state whether your prices include or exclude VAT. For business customers, it is customary to exclude VAT, while for private individuals, VAT is included. Make this distinction clearly visible in your quotation.
| Service | VAT rate | Explanation |
|---|---|---|
| Catering/food | 9% | Reduced rate for foodstuffs |
| Operation | 21% | High-rate services |
| Equipment hire | 21% | Rental of goods |
| Transport | 21% | High-rate services |
Conclusion: how to ensure your quotations are legally correct
Drawing up legally correct quotations does not have to be complicated if you know the most important rules. Always ensure that you provide complete company details, clear prices with correct VAT statements and a realistic period of validity.
For hospitality and event entrepreneurs, it is important to be specific in your descriptions and transparent about all costs. This prevents misunderstandings and ensures satisfied customers who know exactly what to expect.
Professional quotations that meet all legal requirements strengthen your credibility and protect your company legally. They demonstrate that you are a reliable partner who has their affairs in order.
With modern software, we can help you automatically process all these legal requirements in your quotations. This allows you to focus on what you do best: providing fantastic catering and unforgettable events, while ensuring that your administration is legally compliant. Would you like to know more about our solutions or do you have any questions? Please contact us for a no-obligation consultation.
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Do you have any ideas or questions about how to make your quotations even more professional? Catermonkey is happy to help you figure out how our platform can support your business in drawing up legally correct and professional quotations. Whether you want to know how to save time or how to automatically process all legal requirements, we are happy to help.
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