What is a non-binding quote?

A non-binding quote is a price proposal in which you as a caterer state what the costs and terms are, without the client being obliged to agree straight away.

As long as the quote hasn't been accepted, you can in principle adjust or withdraw it. That gives you room for things like shifting purchase prices, availability, or events where not everything is fixed yet.

Note: a non-binding quote isn't automatically "without consequences". Once the client accepts the quote and there's agreement on the content, a contract can come into being and you're bound by what's agreed.

According to the Dutch government and legal guidance based on the Dutch Civil Code, Book 6 applies:

• A quote is in principle an offer
• On acceptance, a contract come into being
• A non-binding quote can in some cases still be withdrawn, even after acceptance, provided that happens immediately

What exactly does a non-binding quote involve?

A non-binding quote gives you as a caterer the room to give a price without the client being tied to an agreement straight away.

Unlike a binding quote, you can in principle still adjust or withdraw a non-binding quote, as long as it hasn't been accepted.

Note: legally this is more nuanced. If a client accepts a non-binding quote, a contract can still come into being. In some cases you have a short window to withdraw the quote after acceptance, but you have to do that actively.

This matters for catering businesses. You work with shifting purchase prices, availability and events where details still change. A non-binding quote gives you room, but it's no guarantee you're not tied to anything.

The difference from a binding quote mainly sits in the phase before acceptance. With a non-binding quote you have more room to manoeuvre, but after acceptance the agreement in principle just applies as normal.

When do you use a non-binding quote?

You mainly use a non-binding quote when not all the details of a request are fixed yet. For example, for a first price indication for a client, before all the wishes, numbers or logistics are clear.

For catering businesses, that's often the case with:

• requests where the guest count can still change
• events where the details aren't fully fixed yet
• situations where purchase prices or availability are still uncertain

A non-binding quote is also useful for bigger or more complicated events, such as weddings or company parties. You keep room to adjust later without being tied straight away to a final price.

If you work with outside suppliers or dependencies, such as a venue or equipment hire, a non-binding quote helps you get clarity first before making final arrangements.

Important: a non-binding quote is mainly meant as an interim step. Once everything is concrete, you work towards a final quote.

Want to understand better how a full quote is put together? Then also read what a catering quote actually involves.

What's the difference between a non-binding and a binding quote?

The difference mainly sits in what happens before and after acceptance. With a binding quote the agreement is fixed as soon as the client agrees. With a non-binding quote you have more room before acceptance.

Aspect	Non-binding quote	Binding quote
Legal status before acceptance	No direct obligation	In principle binding on acceptance
After acceptance	Can still lead to a contract	Leads to a contract
Adjusting or withdrawing	Possible as long as there's no agreement	Only by agreement after acceptance
Use	First price indication, uncertain requests	Concrete requests with fixed arrangements
Communication	Clearly stating "non-binding"	Making terms and validity explicit

Always state clearly in the quote which type it is. That avoids misunderstandings and arguments later. A client who thinks they've been given a fixed price calls you back a month later with that first quote in hand.

How do you make a professional non-binding quote?

Start with a clear title stating it's a non-binding quote. That avoids misunderstandings about the status of the price proposal.

Make sure your quote includes at least this:

• Client details and your own company details
• Date and quote number
• Description of the event or the request
• Overview of the costs (for example catering, staff, equipment)
• Clear statement that the quote non-binding is
• Validity period of the quote
• Terms and what is and isn't included

Not sure exactly what should be in a formal quote? Then also check out this example of a formal quote.

Be specific, but leave room where uncertainties remain. For example with numbers, menu options or logistics.

Preferably use quote software for your catering business. Then the fixed parts are already in there, you don't have to count the numbers by hand, and you won't forget a line item.

End with a short, clear next step. For example:

"Would you like us to turn this quote into a firm booking? Let us know, and we'll lock everything in for you."

What benefits does a non-binding quote offer your business?

A non-binding quote gives you as a caterer mainly more room in the phase before a client agrees.

Room to manoeuvre on price and delivery
You can give a price indication and adjust later as details change, such as numbers, menu choices or logistics.

Responding to requests faster
You don't have to work everything out in detail straight away. That saves you an evening of number-crunching before you even know if the client is going ahead.

More clarity towards the client
You can be open about what's still uncertain. Then a client knows in advance that the price can still shift.

Room to align and negotiate
As long as there's no agreement yet, you can adjust the quote based on what the client feeds back.

Less chance of misunderstandings at an early stage
By explicitly working with a non-binding quote, you make clear this is a first proposal, not a final agreement.

How do you make sure clients take your non-binding quote seriously?

A non-binding quote gets taken more seriously if you handle it just as neatly as a final quote.

Make sure it looks polished
Use a clear layout, your own house style and error-free text. Even with a non-binding quote, a client expects quality.

Be clear about the status and next steps
Briefly explain what "non-binding" means and what the next step is. For example when you expect a final confirmation, or when you'll turn the quote into a contract.

Make the quote concrete
Give as much clarity as possible about content, prices and terms. The more specific you are, the more seriously the quote comes across.

Build trust
Show that you have experience with similar events. Think of a short explanation, examples or past jobs, without overdoing it.

Follow up actively
Call or email after sending the quote. Ask if everything's clear and whether any changes are still needed.

Give a realistic next step
State when you can firm up the quote or turn it into a final agreement. That shows you're taking the request seriously.

How long do you make a non-binding quote valid?

Put an expiry date on every non-binding quote. Fourteen or thirty days is common, and for a request far ahead that can be shorter: you don't know what purchase prices will do in that season.

That expiry date is also your reason to call back. If the validity runs out without agreement, you have a natural reason to get in touch and ask whether the event is still going ahead.

If something changes once that period ends, just send a new non-binding quote with the updated prices. That's tidier than explaining afterwards why the bill is higher than the price the client still had lying around.

Frequently asked questions

Is a non-binding quote legally binding?

Not before acceptance: you can still adjust or withdraw it. Once the client agrees, a contract can still come into being and you're bound by what's agreed. In some cases you can still withdraw a non-binding quote after acceptance, but that has to happen immediately.

Can I still raise the price on a non-binding quote?

As long as the client hasn't agreed, yes. Send a new version with the updated prices and briefly explain why, for instance because purchase prices have gone up. If the quote has already been accepted, you only change the price by agreement.

What's the difference between a non-binding quote and a price indication?

A price indication is a rough estimate, often one amount per person. A non-binding quote is worked out: with line items, numbers, terms and a validity period, just without the client being tied in yet.

How do I turn a non-binding quote into a final quote?

Go through the numbers, the menu and the times with the client one more time and take on board the latest changes. Then take out the word "non-binding", add an acceptance deadline and your terms, and ask for written agreement.

Do I have to literally write "non-binding" on the quote?

Yes. Put it in the title and repeat it by the prices. If it's not there, a client is entitled to assume the amounts are fixed, and then you're empty-handed in any dispute.

How many non-binding quotes get accepted on average?

That varies by business and by type of request. Track it yourself: count per month how many requests come in and how many get agreed. If you see that figure drop, it's often down to how the price is built up or to following up too slowly, not the quote itself.

Catermonkey turns a request into a non-binding quote with your standard text and prices already in it, puts a validity period on it, and flags it if that period runs out without agreement. If the client agrees, the quote becomes the job without you retyping anything. Questions? Get in touch.

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