What happens when you sign a quote?

As soon as a quote is signed, there's a legal agreement. All the terms, prices and arrangements in the quote apply to both sides from that moment on. The caterer has to deliver what's in it, the customer has to pay what's in it. A signed quote is no longer a casual proposal, it's a contract with legal consequences for both of you.

What exactly happens when you sign a quote?

When a customer signs your catering quote, a binding agreement between you. From that moment you're both bound to it. You deliver the agreed catering on the agreed date and time, and your customer pays the agreed price.

With that signature the customer agrees to everything in it: the menu, the number of people, the venue, the date and all the costs that go with it. Your general terms, which often go along as an attachment, become part of the contract too. That applies just as much to a quote accepted digitally as to one signed on paper.

In catering it helps to know that a signed quote usually counts straight away as a full contract. You don't need to send a separate contract afterwards: signing the quote is enough to make the agreement binding.

What terms usually go in a catering quote?

A catering quote has a number of terms that your customer needs to read carefully before signing, and that you need to write down clearly. The most important ones cover payment, cancellation and changes.

Payment terms say when and how you get paid. Many caterers ask for a deposit of 25 to 50% when the quote is signed, with the rest due before or on the day of the event. Add any costs billed separately too, such as staff, tableware or transport.

Cancellation terms are the most important thing to have in writing. They set out up to when you can cancel for free and what you charge after that. The rule holds almost everywhere: the closer to the date, the higher the cancellation cost.

You also put in arrangements about changes to guest numbers, delivery, liability and what happens in case of force majeure. Allergens, special diets and venue requirements belong in the quote at home. That saves you an argument afterwards.

How long does a signed quote stay valid?

A signed catering quote runs right up to the day of the event, unless it says otherwise. A quote you send out that hasn't been signed yet, you usually keep valid for 30 days. Once there's a signature on it, the agreement runs until you've delivered.

Whether your prices stay fixed the whole time depends on what you've agreed. For an event a few months out, prices are usually fixed. For an event further away, caterers often add a clause letting them adjust the price if buying costs rise sharply.

Put arrangements like this clearly in your quote, especially for an event more than six months out. A customer can ask for a price guarantee up to a certain date, and then you both know where you stand if meat prices go up 15% in the meantime.

Can you still make changes after signing?

Changes after signing a catering quote are possible, but not always free. Small things, like a few guests more or fewer, you can usually absorb up to an agreed date before the event.

You can usually change the menu up to one or two weeks before the date, depending on how complicated the change is. Swapping a dish often costs nothing extra, but a menu that gets reworked from top to bottom does bring extra costs: you've already bought in or booked with your supplier by then.

Big changes, such as a different venue, a different date or a big jump in guest numbers, usually call for a new quote with a new cost breakdown. Talk to your customer about whether you amend the original agreement or start again.

Always put changes in writing, even if you already said yes on the phone. A quick email confirming what you agreed is enough, and it saves hassle on the day itself.

What if you regret signing a quote?

Regretting a signed catering quote can get expensive, because it's a legally binding agreement. There's no cooling-off period like with an online purchase, so cancelling usually means paying cancellation costs.

How much depends on when you cancel and what the quote says. It often builds up: within 24 hours of signing it might cost 25% of the total price, within a week 50%, and within 48 hours of the event the full price.

Sometimes you work it out together. In case of force majeure, many caterers are happy to think along, or move the date instead of cancelling. That's goodwill, not a right, and as a caterer you decide for yourself how far you go with it.

If a customer wants out of a signed quote, get them to contact as soon as possible. The sooner that happens, the more room there is to work it out together and the lower the costs stay for your customer.

Signing a catering quote isn't a formality, it has legal consequences. So make sure your quote sets out what you deliver, what costs come with it, and what happens if something changes. Then nobody has to go hunting afterwards for what the quote actually said.

What that means for your quotes

Put your terms under every quote as standard, and they're there on the request you fire off on a Friday evening too. Cancellation terms, deposit, and the date up to which guest numbers can change: those three head off most disputes.

A caterer who sets out their cancellation terms properly in the quote doesn't have to negotiate them afterwards. You just point to what was signed.

In Catermonkey your customer signs the quote digitally, and that signature sits on the order with a date and a time. So you can always see which version was signed and what it said. Change something afterwards, and a new version goes out for the customer to confirm again.

Frequently asked questions

How long do I have to read a quote properly before signing?

There's no time limit set by law, but take the time to go through all the terms. If you feel rushed to sign right away, just ask for 24 to 48 hours. A caterer who has their business in order will be fine with that and won't push you.

What do I do if I find mistakes in the quote after signing?

Call the caterer straight away to discuss it. Genuine mistakes, such as the wrong date or the wrong number of people, are almost always fixed free of charge. Ask for the amended quote to be sent again, or confirm the change by email, so you have it in writing.

Can a caterer still raise the price after I've signed the quote?

In principle, no. A signed quote has fixed prices that the caterer has to stick to. The exception is an event that's a long way off (6+ months), where the quote includes a clause about price adjustments if buying costs rise sharply.

What do I do if a caterer doesn't deliver what we agreed?

Record what went wrong, with photos and the names of anyone who saw it. Contact the caterer straight away and ask for a fix. If you can't agree, you can withhold part of the payment and consider legal steps. The signed quote is your proof of what was agreed.

What should I ask before I sign a catering quote?

Ask about the cancellation terms, the last date you can still make changes, what happens in bad weather for an outdoor event, and whether staff, transport and tableware costs are included. Also ask for a few references and whether the caterer is insured for liability.

What if my event can't go ahead because of force majeure (such as Covid)?

That depends on the force majeure clause in the quote. Many caterers updated their terms after Covid so it's clear. Some give you credit for a later event, others still charge cancellation costs. Discuss it before you sign and get it written down.

Is a digitally signed quote just as valid as one signed on paper?

Yes, a digital signature is just as legally valid as one on paper. Keep a copy of the signed quote and its attachments though. A PDF or a screenshot is enough as proof of the agreement.

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