What must a quote legally include?

A quote you send to a client has to include a number of mandatory details. Your business details, such as name, address, company registration number if you are a limited company, and VAT number if you are registered, are legally required, as are correct client details, the date and the validity period. Stating VAT correctly matters too. Get every part of the quote right, and you stand on firm legal ground and avoid misunderstandings with clients.

What are the legal requirements for a quote?

In the Netherlands there are clear legal requirements for quotes, especially for businesses in hospitality and events. Those rules sit in the Dutch Civil Code and the Dutch VAT Act.

The main legal basis is article 6:217 of the Dutch Civil Code. That article states that a quote must contain all relevant information the client needs to make a decision. For catering quotes and event quotes, that means being clear about prices, services and terms.

On top of that, there's a duty to inform under the Dutch Consumer Protection (Enforcement) Act. That requires you to state certain business details, so clients know who they're doing business with.

If you're VAT registered, extra rules apply under the Dutch VAT Act. You need to state clearly whether prices are VAT inclusive or exclusive, and include your VAT number.

Which business details must you always state on a quote?

Your business details form the basis of every legally correct quote. They're legally required, and they show your client who they're doing business with.

Mandatory business details on every quote:

• Full business name, as registered at Companies House if you are a limited company
• Full address of your business
• Company registration number and registered office, for limited companies
• VAT number (if VAT registered)
• Phone number and email address
• Website (if you have one)

For a sole proprietorship, state your own name and, if applicable, your trade name. For a BV or NV, use the official business name including the legal form.

You usually put these details in the header or footer of your quote. That way they're always visible, and you meet the legal requirements whenever you put a quote together.

How do you state VAT correctly on a catering quote?

Stating VAT on catering quotes needs specific attention, because different services fall under different VAT rates.

Most catering services fall under the low VAT rate of 9%. That applies to:

• Supplying food and drinks
• On-site catering
• Takeaway meals

The high VAT rate of 21% applies to:

• Alcoholic drinks (above 1.2% alcohol)
• Service charges and staff
• Equipment hire
• Event organisation

Service	VAT rate	Example
Catering food	9%	Buffet, lunch, dinner
Alcoholic drinks	21%	Wine, beer, spirits
Staff/service	21%	Serving staff, chefs
Equipment hire	21%	Tables, chairs, tableware

Always state clearly whether your prices are VAT inclusive or exclusive. Spell it out, for example "All prices exclude 9% VAT" or "€25.00 incl. VAT".

What client details belong on a professional quote?

Correct client details also determine whether your quote holds up legally. That's as true for a catering quote as for an event quote.

Minimum required client details:

• Full name of the client or contact person
• Business name (for business clients)
• Full address
• Phone number
• Email address

For business clients, it's wise to also include their company number and VAT number. That saves you digging around at invoicing time and keeps your records clean.

For events, you also state:

• Event venue (if different from the client's address)
• Date and time of the event
• Number of guests
• Contact person on the day itself

Check that everything's spelled correctly. A wrong business name or an old address leads to arguments later about who actually signed.

Which date and validity details are mandatory?

Date and validity details give clarity about the timeline of your quote, and they belong on a correct quote.

Mandatory date and time details:

• Quote date (when you draw up the quote)
• Validity period (for example "This quote is valid for 30 days from the date")
• Requested date of delivery/performance
• Any confirmation deadlines

A validity period of 30 days is standard for catering quotes, but you decide for yourself. For an event with a fixed date, you often keep the quote valid until a few weeks before that day.

Also state the points where you need something from the client:

• "Confirmation needed at least 2 weeks before the event"
• "Final numbers to be given 3 days in advance"
• "Cancellation possible up to 48 hours before start"

Those rules protect you against last-minute changes. And the client knows exactly where they stand.

How do you make sure your quote is complete and legally correct?

A complete checklist helps you run through all the legal requirements before you send the quote.

Always check these points:

• All business details complete and correct
• Client details complete and correctly spelled
• VAT number and company number stated
• VAT correctly stated per service
• Clear description of services
• Prices marked as VAT inclusive or exclusive
• Validity period stated
• Delivery terms included

Common mistakes to avoid:

• Forgetting to state the VAT number
• Being unclear about VAT inclusive/exclusive
• Not stating a validity period
• Using the wrong VAT rates
• Incomplete client details

Run through that list the same way every time. Then the mandatory details are always on your quote, and you come across as more professional too. If you're dealing with an unusual situation, for example a client abroad or an event where food and drink fall under different rates, run it past your accountant or get in touch with us.

What happens if details are missing from your quote?

A quote with gaps in it isn't instantly invalid in law, but it costs you. If there's no validity period, a client can still come back three months later with "but you offered this", while your purchase prices have gone up in the meantime.

If your company number or VAT number is missing, the client will ask for it anyway at the first invoice. Business clients need those details for their own records, and a quote without those numbers feels to them like a quote from a side hustle.

The most annoying one is an unclear VAT statement. A client who sees 21% where they expected 9%, or the other way round, will start negotiating over an amount that never even reaches your pocket. One line of text under the total heads off that conversation.

Frequently asked questions

Is a quote legally required?

No, you're not required to send a quote. If you do send one, though, rules apply to what it must include: your business details, your company number if you are a limited company and your VAT number if you are VAT registered. In catering, a written quote is in practice essential, because without it on paper, you end up arguing afterwards about numbers and extra work.

Does my company number have to be on a quote?

If you trade as a limited company, yes. Your registered name, company number and registered office are part of the details that show which business the client is dealing with. Put it next to your address in the header or footer, and it's on every quote that goes out the door without you having to think about it.

Do I need to state whether prices are VAT inclusive or exclusive?

Yes, and that's the mistake made most often. For private clients, you normally quote amounts VAT inclusive, for business clients, exclusive. Either way, spell it out literally, for example "All prices exclude 9% VAT".

How long is a quote valid if no validity period is stated?

Then a "reasonable period" applies, and what's reasonable is ultimately up to a court to decide. You don't want that. So always state a validity period: 30 days is standard for catering. For an event planned well in advance, you can keep the quote valid longer and add a price clause.

Which VAT rate applies to catering: 9% or 21%?

Food and non-alcoholic drinks fall under 9%. Alcohol above 1.2%, serving staff, personnel, equipment hire and organising an event fall under 21%. A catering quote often contains both, so split your line items and put the right rate against each one.

Can I withdraw a quote after I've sent it?

As long as the client hasn't agreed yet, you can withdraw a quote. Send that in writing and briefly explain why, for example a calculation error or a supplier who raised their price. If the client has already signed, there's a contract in place and you need their agreement.

Catermonkey puts your business details, company number, VAT number and validity period on every quote by default, and works out the right VAT rate per line, so there's nothing left to check before you send it.

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