cover letter sample for catering proposal

Game-Changing Catering Proposal Letter Template

This article provides a practical guide and a ready-to-use template for writing impressive catering proposal letters .

Catering Proposal Letter Generator

Generated catering proposal letter.

Key Takeaways:

• Understanding the importance of a well-crafted catering proposal letter.
• Essential components of a catering proposal letter.
• Step-by-step guide to writing a compelling proposal letter.
• Leveraging real-life experiences for a unique perspective.
• Free Template :  Utilize the provided template to simplify the process.

Understanding the Purpose of a Catering Proposal Letter

A catering proposal letter serves as a formal pitch to potential clients. It outlines your catering services, menu options, pricing, and terms. The goal is to convince the client that you are the best choice for their event.

Real-life Example: For a wedding I catered last year, my proposal highlighted our specialty in Mediterranean cuisine, which aligned perfectly with the couple’s theme.

Components of a Winning Catering Proposal

• Introduction: Greet the client and express enthusiasm about the potential opportunity.
• Company Overview: Briefly introduce your catering business, emphasizing unique selling points.
• Event Details: Reflect your understanding of the client’s needs – date, venue, number of guests, etc.
• Menu and Services: Detail the menu items and any additional services offered, like setup and cleanup.
• Pricing: Provide a clear pricing structure, including any customization options.
• Terms and Conditions: Outline payment terms, cancellation policy, etc.
• Closing Remarks: End on a positive note, inviting further discussion.

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Table: Sample Menu Section

Step-by-Step Guide to Writing a Catering Proposal Letter

• Research the Client: Understand their needs and preferences.
• Customize the Introduction: Address the client by name and mention specific details about their event.
• Present Your Services: Highlight what sets your catering service apart.
• Detail the Menu and Services: Use descriptive language to make the menu appealing.
• Be Transparent with Pricing: Provide detailed pricing to avoid future misunderstandings.
• Clarify Terms and Conditions: Be clear about what you offer and your expectations.
• Proofread: Ensure there are no errors or typos.
• Include a Call-to-Action: Encourage the client to contact you to discuss further.

Template for a Catering Proposal Letter

[Your Name/Company Name] [Your Address] [City, State, Zip] [Email Address] [Phone Number]

[Client’s Name] [Client’s Address] [City, State, Zip]

Dear [Client’s Name],

I am writing to present our catering proposal in response to your request for the [Event Type, e.g., wedding, corporate event] on [Event Date].

At [Your Company Name], we are committed to providing exceptional culinary experiences, and we are thrilled at the possibility of being a part of your special day.

Event Overview Based on our preliminary discussions, here are the details we have prepared for your event:

• Event Date: [Event Date]
• Venue: [Venue Name and Address]
• Number of Guests: [Number of Guests]
• Type of Service: [Service Type – buffet, seated dinner, etc.]

Menu Proposal Our proposed menu is crafted to cater to the diverse tastes of your guests, ensuring a memorable dining experience. Here’s a glimpse of what we offer:

Appetizers:

• [Appetizer 1]
• [Appetizer 2]

Main Course:

• [Main Course 1]
• [Main Course 2]
• [Vegetarian Option, if applicable]
• [Dessert 1]
• [Dessert 2]

Additional Services In addition to our culinary offerings, we also provide:

• Table setup and decoration
• Professional waitstaff
• Bar services [if applicable]

Pricing The total cost for our catering services, including menu items and additional services, is [Total Price]. This price is inclusive of all taxes and service charges. A breakdown of costs is attached for your review.

Terms and Conditions

• A [Percentage]% deposit is required to secure the date and services.
• Final guest count must be confirmed [Number of Days] days before the event.
• Cancellation policy: [Details of cancellation terms].

We are dedicated to making your [Event Type] a truly extraordinary experience. Please feel free to contact me directly at [Your Phone Number] or [Your Email Address] to discuss any aspect of this proposal or to schedule a tasting session.

Thank you for considering [Your Company Name] for your catering needs. We look forward to the opportunity to contribute to your event’s success.

Warm regards,

[Your Signature (if sending a hard copy)] [Your Printed Name] [Your Position] [Company Name]

In conclusion, writing a compelling catering proposal letter is a skill that combines clarity, persuasion, and a touch of personal flair.

My experience has taught me the value of understanding the client’s vision and effectively communicating how my services can bring that vision to life.

Remember, each proposal is not just a business transaction but a stepping stone towards building a lasting relationship with your client.

I hope this guide has been helpful. For those who have written catering proposals before, what tips can you share? Please leave your comments and suggestions below!

Frequently Asked Questions (FAQs)

Q: What Should I Include in My Catering Proposal Letter?

Answer: In my catering proposal letter, I always make sure to include the key details that showcase my services’ uniqueness and reliability. 

Firstly, I provide a brief introduction about my catering business and my culinary style. Then, I detail the menu options, emphasizing any special dishes or unique culinary techniques I offer. 

I also include pricing details, breaking them down to show transparency. Additionally, I mention any additional services like decoration, table setup, or special dietary accommodations. 

Lastly, I add testimonials from past clients to build trust and a call-to-action encouraging them to contact me for further discussions.

Q: How Can I Make My Catering Proposal Stand Out?

Answer: To make my catering proposal stand out, I focus on personalization and creativity. I tailor the proposal to the client’s specific event, highlighting how my services can meet their unique needs.

For example, for a wedding, I might suggest a romantic theme with signature dishes. I also use high-quality images of my dishes and past events to visually engage the client. 

Incorporating a story or a personal touch, like how I source local ingredients or my journey as a chef, adds a human element that clients often appreciate. 

Lastly, I ensure the proposal is professionally formatted and error-free, reflecting the high standards of my service.

Q: What Pricing Strategies Should I Apply in a Catering Proposal?

Answer: In my catering proposals, I use transparent and competitive pricing strategies. I list prices for individual menu items and also offer package deals for larger events, which gives clients options to fit their budget.

I include any additional costs like staffing, transportation, or special equipment upfront to avoid surprises. Offering an early booking discount or a special rate for repeat clients can also be effective. 

I t’s important to research local market rates to ensure my prices are competitive yet profitable. Most importantly, I clearly explain the value clients receive for the price, like premium ingredients or exceptional service, to justify my rates.

Q: How Do I Address Dietary Restrictions in My Catering Proposal?

Answer: In my catering proposals, I always emphasize my flexibility and expertise in accommodating dietary restrictions. I list the variety of dietary needs I can cater to, such as vegetarian, vegan, gluten-free, or allergy-specific menus. 

I explain how I carefully separate ingredients to avoid cross-contamination and ensure safety. I also provide a few sample menus for different dietary needs to give the client an idea of the options available. 

It’s a priority for me to ensure that all guests, regardless of their dietary restrictions, enjoy a high-quality, delicious meal. This approach not only shows my versatility but also my commitment to inclusive service.

Q: What Should I Avoid in a Catering Proposal Letter?

Answer: In my experience, there are several things to avoid in a catering proposal letter. Overcomplicating the menu with too many options can overwhelm the client, so I keep it concise and clear. Avoiding technical jargon is also crucial; I use language that is easy to understand.

I never make unrealistic promises about what I can deliver, as this can lead to dissatisfaction. Omitting details about additional costs is a mistake; transparency is key to building trust. 

Lastly, a lack of personalization can make the proposal feel generic, so I always tailor it to the specific client and event.

Q: What Information Should I Include in a Catering Letter to Client?

Answer: When drafting a catering proposal letter, I make sure to include a clear description of the services offered, a breakdown of the costs, and a sample menu. This approach helps set clear expectations and showcases the variety and quality of the food I provide.

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9 Professional Catering Cover Letter Examples for 2024

Your catering cover letter must immediately highlight your passion for food and customer service. It’s essential to convey your experience in creating menus that delight a wide array of tastes. Please remember to include your versatility in handling events of varying scales, from intimate gatherings to grand banquets. Demonstrating your ability to manage and lead a team efficiently will set you apart in your catering cover letter.

All cover letter examples in this guide

Catering Server

Catering Waiter

Catering Chef

Catering Owner

Catering Captain

Catering Assistant

Catering Director

Catering Sales Manager

Cover letter guide.

Catering Cover Letter Sample

Cover Letter Format

Cover Letter Salutation

Cover Letter Introduction

Cover Letter Body

Cover Letter Closing

No Experience Catering Cover Letter

Key Takeaways

You're ready to apply for a catering job, but there's one hurdle left: the dreaded cover letter. It's not just a repeat of your resume; it's your chance to showcase a standout achievement in a vivid story. The balance of formality with a fresh voice is tricky, and clichés? Avoid them like overcooked pasta. Remember, you've only got one page to make your mark. Let's crack the code to a compelling cover letter that leaves employers hungry for more.

• Writing the essential catering cover letter sections: balancing your professionalism and personality;
• Mixing storytelling, your unique skill set, and your greatest achievement;
• Providing relevant (and interesting) information with your catering cover letter, despite your lack of professional experience;
• Finding the perfect format for your[ catering cover letter, using templates from industry experts.

Leverage the power of Enhancv's AI: upload your resume and our platform will map out how your catering cover letter should look, in mere moments.

If the catering isn't exactly the one you're looking for we have a plethora of cover letter examples for jobs like this one:

• Catering resume guide and example
• Bar Manager cover letter example
• Server Bartender cover letter example
• Coffee Shop cover letter example
• Food and Beverage Manager cover letter example
• Fine Dining cover letter example
• Line Cook cover letter example
• Server cover letter example
• Busser cover letter example
• Restaurant Operations Manager cover letter example
• Ice Cream Server cover letter example

Catering cover letter example

Lucas Rodriguez

Houston, Texas

+1-(234)-555-1234

[email protected]

• Emphasizing relevant project management experience, such as the implementation of a new digital document control system, demonstrates the ability to lead and deliver successful initiatives, which is crucial for an Office Administrator role.
• Highlighting a key achievement (e.g., increasing document retrieval efficiency by 25%) provides concrete evidence of the candidate's impact in their previous position and showcases their potential value to the new employer.
• Mentioning specific technical skills (e.g., advanced proficiency in Microsoft Office) shows that the candidate possesses the necessary tools to perform daily administrative tasks effectively, signaling their readiness for the job requirements.

What should your catering cover letter look like - formatting and organizing your information

Have you ever wondered what are the must-have sections you need to include in your catering cover letter? Our builder sets those up for you with:

• Header - dedicated to your contact information, the role you're applying for, and the date (don't forget to include your name);
• Greeting and opening paragraph - to create a personalized and memorable experience for recruiters;
• Body paragraph - emphasizing your skill set and knowledge that aligns with the role and helps you to stand out;
• Closing paragraph - leaving a great impression and ending with an optional signature.

Use a cover letter template to discover the best formatting for your catering cover letter: that is single-spaced paragraphs and wrapping your content in a one-inch margin.

Ensure that both your resume and catering cover letter are in the same font . Stand apart from the crowd by using modern, yet simple fonts, like Chivo and Rubik, instead of the overused Arial and Times New Roman.

Did you know that the Applicant Tracker System (or ATS) won't be assessing your catering cover letter? Instead, submit your profile in PDF to recruiters to keep the same formatting and the design intact.

The top sections on a catering cover letter

• Header: The header should include your name, address, phone number, and email, ensuring that the recruiter knows who the letter is from and how to contact you. A professional header also sets a formal tone for the letter.
• Greeting: Address the letter to a specific individual, such as the head of the catering department or the hiring manager, to demonstrate that you have researched the company and are genuinely interested in the position.
• Introduction: In the introduction, briefly mention your interest in the catering industry and the specific role, highlighting your passion for hospitality, event coordination, or culinary arts.
• Body: Use this section to detail your relevant catering experience, such as event planning skills, food preparation expertise, or customer service accomplishments, showing the recruiter that you have the practical experience required for the role.
• Closing: End the letter with a call to action, expressing your eagerness to discuss how your skills and experiences align with the company's catering needs, and include a polite thank you to the recruiter for considering your application.

Key qualities recruiters search for in a candidate’s cover letter

• Experience in food preparation and service: Recruiters look for candidates who have prior experience with cooking, plating, and serving food, which is fundamental to catering events smoothly and professionally.
• Attention to detail: Catering requires meticulous attention to presentation, dietary requirements, and timing, ensuring every aspect of meal service is executed flawlessly.
• Strong organizational skills: Effective coordination of food, equipment, and staff is crucial in catering to manage multiple tasks simultaneously and ensure events run according to plan.
• Excellent customer service: Positive interaction with clients and guests is key in catering to create a welcoming environment and address any needs or concerns promptly.
• Flexibility and problem-solving: The dynamic nature of events means that caterers must be adaptable and capable of handling unexpected changes or issues with poise and creativity.
• Ability to work under pressure: Catering often involves tight deadlines and fast-paced environments, so being able to maintain high performance and a calm demeanor during stressful situations is highly valued.

What matters most when tailoring your catering cover letter salutation

Your catering cover letter greeting should feel welcoming to recruiters.

Use their first name (e.g. "Dear Marshall" or "Dear Sara"), if you've previously been in touch with the hiring manager and are on a more friendly basis.

If this is the first time you're contacting the recruiters, start your catering cover letter with:

• their last name (e.g. "Dear Ms. Ali" or "Dear Mr. Stevens") - look up who's the hiring manager for the role on social media or the company website;
• generalized greeting (e.g. "Dear HR Team") - just don't use "To whom it may concern" or "Dear Sir/Madam".

List of salutations you can use

• Dear Hiring Manager,
• Dear [Company Name] Recruiter,
• Dear [Recipient's Name],
• Dear [Recipient's Full Name],
• Dear [Mr./Ms./Dr.] [Last Name],
• Dear [Job Title] Search Committee,

The catering cover letter introduction: focusing on your unique value, with a creative twist

You are not the only one wondering how to start your catering cover letter. Those first two sentences introduce your profile and should be memorable.

No pressure.

When beginning your catering cover letter , immediately point out the unique value of working with you. In other words, what you promise to bring to the role by using your past track record of success.

Start your catering cover letter with a creative twist by telling a joke or stating something relatable. Select this type of introduction only if it aligns with the company culture.

What comes next: your catering cover letter middle paragraphs

In the next three to six paragraphs (or the body of your catering cover letter) you have to prove your unique value .

Most candidates tend to mess up at this stage. They tend to just copy-paste information from their resume.

That's one big no-no.

Remember that when writing your catering cover letter, it has to be personalized. And, your ultimate aim is to catch the recruiter's eye.

So, look back on key job requirements and write down a list that includes the ones you cover.

Next, select just one key achievement from your professional (or personal) history that meets those advert keywords.

Narrate a story around how you've grown your skill set and knowledge. Also, aim to show the unique understanding or soft skills you bring about, thanks to your past success.

A sincere and original way to end your catering cover letter

When writing their catering cover letter, candidates tend to use one of these phrases, "Sincerely yours" or "I look forward to hearing from you".

Both statements show good manners, but your cover letter should end in a more actionable manner .

Write about:

• how you see yourself growing in the role/organization;
• the benefits you would bring about (you'd impress even more with tangible metrics);
• the next steps in the process (provide your availability for interviews).

Which story should you tell in your catering cover letter when you have zero experience

Candidates, lacking professional experience in the field - this one is for you.

Your catering cover letter is an exercise of integrity, honesty, and, above all, spinning a positive narrative around your strengths.

And what better way to capture recruiters' attention than with your most job-relevant achievement (this could be from your internship or volunteering experience)?

Make sure to back up your success with transferrable skills that are relevant to the job (e.g. how your year, studying abroad, has taught you to be more motivated and handle multicultural environments).

Another safe card you can bet on is your career dream: in the body of your catering cover letter, go into the details of how your ambitions would help make the company you're applying for better.

Key takeaways

Creating your catering cover letter should be a personalized experience for the role and the recruiter, where you:

• Format your cover letter using the same ATS-friendly font (e.g. Railway) as you did for your resume;
• Greet recruiters, using their name, and follow up with two sentences to introduce yourself, your interest in the role, and to stand out;
• Map out one key success from your career (or life) that has taught you job-crucial skills;
• Substitute your lack of experience with an achievement from your internships, degrees, or volunteering gigs;
• End with a promise for your potential or your availability for an interview.

Catering cover letter examples

Explore additional catering cover letter samples and guides and see what works for your level of experience or role.

Cover letter examples by industry

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Enhancv harnesses the capabilities of ChatGPT to provide a streamlined interface designed specifically focused on composing a compelling cover letter without the hassle of thinking about formatting and wording.

• Content tailored to the job posting you're applying for
• ChatGPT model specifically trained by Enhancv
• Lightning-fast responses

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Get Your Catering Proposal Template

Streamline your proposal process and win more clients with our comprehensive catering proposal template. Designed exclusively for caterers, this template eliminates inconsistencies, reduces errors, and saves you valuable time through a structured framework.

Clearly outline the scope of work, cost breakdown, vision, concept, and overall approach for your catering project.  Customize every element – from colors and fonts to layout – to create a visually compelling proposal that perfectly aligns with your brand identity.

With SuperProposal, crafting compelling proposals is effortless, allowing you to focus on what you do best – creating unforgettable culinary experiences. Experience the difference with Super Proposal – start your 15-day free trial today.

What’s included in this Catering proposal template

Our catering proposal templates provide a comprehensive structure to help you showcase your services and win more contracts.

Your cover page is your best first impression of your client. Super Proposal’s electrical templates offer eye-catching designs specifically designed for your electrical industry, featuring high-quality images of electrical work or your company logo. With easy customization options, you can instantly create a professional and engaging cover page that sets the tone for a successful proposal.

Cover Letter

The cover letter is an essential part of the janitorial proposal, as it introduces your company to the client. It showcases your expertise, skills, and unique qualifications relevant to the project. By customizing our cover letter template, you can create a compelling introduction that differentiates you from competitors and demonstrates your commitment to delivering an exceptional project.

Project Fee

The project fee section outlines the costs associated with the janitorial project. Our template lets you clearly present the pricing structure, including details such as the services provided, hourly rates, or package prices. By providing transparency and clarity in this section, you build trust and confidence with the client.

Project Summary

The project summary section provides a concise overview of the janitorial project. It highlights the scope of work, goals, and objectives, ensuring that the client understands the key aspects of the proposal. Our template allows you to present this information in a structured and organized manner, making it easy for the client to grasp the value and benefits of your services.

Project Timeline

The project timeline section outlines the schedule and milestones for the janitorial project. This section is crucial for demonstrating your planning and organizational skills. With our template, you can present the start and end dates and specific tasks and deliverables, ensuring that the client understands the timeline and expectations.

Terms & Conditions

The sign-off section is the final step in formalizing the janitorial proposal. It includes spaces for signatures, dates, and additional notes or comments. Our template ensures that this section is well-structured and professional, creating a sense of closure and commitment between you and the client.

By aligning your terms and conditions with your project specifics and business principles, you’ll establish a solid foundation for a mutually beneficial partnership.

What is a Catering proposal, And why is it important?

A catering proposal is a comprehensive document that outlines your vision, services, and costs for a specific event. It showcases your expertise, experience, and creativity to potential clients. Unlike a business plan, which focuses on the overall business strategy, a catering proposal is tailored to a particular event, addressing the client’s unique needs and preferences. By highlighting your services, menu options, and pricing, you demonstrate your ability to deliver a memorable catering experience.

How to write a winning catering proposal

To write a winning catering proposal, consider the following pointers:

• Understand the Client’s Vision: Start by engaging in a detailed conversation with your client to understand their vision for the event. Gather crucial information such as the type of event (wedding, corporate function, private party, etc.), the date, time, and location of the event, any dietary restrictions, and many more.
• Craft a Compelling Narrative: Use Super Proposal’s intuitive interface to tell a story that aligns with the client’s vision. Showcase your unique value proposition and how you can make their event unforgettable.
• Showcase Your Expertise: Highlight your culinary skills, experience, and commitment to excellence. Include testimonials, sample menus, and photos of past successful events.
• Detail Your Services and Pricing: Clearly outline your services, from menu creation and food preparation to staffing and equipment rental. Provide transparent and detailed pricing to avoid misunderstandings.
• Customize and Impress: Tailor your proposal to each client’s specific needs and preferences. Super Proposal’s customizable templates and design features allow you to create a visually stunning and professional proposal that leaves a lasting impression.

Here's why users worldwide love Super Proposal

Faqs about catering proposal, how to use the catering proposal template from super proposal.

Super Proposal’s catering proposal template is designed to be user-friendly and easily customizable. Simply select the template that best suits your needs, then tailor it to your specific event and brand. You can easily edit text, swap images, adjust fonts and colors, and add your own unique branding elements. With a few simple clicks, you will have a professional, personalized proposal ready to impress your clients.

What are the essential components of a Catering Proposal?

A winning catering proposal typically includes the following essential components:

• Cover Page: Visually appealing introduction with your company’s logo and contact information.
• Cover Letter: Personalized introduction highlighting your company’s strengths and expressing enthusiasm for the event.
• Project Fee: Transparent breakdown of costs, including food, staffing, rentals, and additional services.
• Project Summary: Concise overview detailing services provided and the client’s specific needs.
• Project Timeline: Detailed schedule outlining key milestones and deliverables.
• Terms & Conditions: Clearly defined terms to protect both parties involved.
• Sign-off: Designated space for client signatures to formalize the agreement.

How to write a catering proposal?

To write a winning catering proposal, start by understanding your client’s needs and preferences through a detailed conversation. Then, tailor a proposal that highlights your services, menu options, and pricing, specifically addressing their requirements. Ensure your proposal is clear, concise, and visually appealing, showcasing your professionalism and expertise.

Can you download the catering proposal template as a PDF?

Yes, you can download the catering proposal template as a PDF from Super Proposal. After signing in and customizing the template to your liking, simply select the download option and choose PDF format for easy sharing with your clients.

Why not just send my catering proposal as a PDF?

While PDFs are a standard format, Super Proposal offers a more dynamic and interactive experience. Our platform allows for easy customization, seamless collaboration with clients, detailed analytics to track proposal performance, and consistent branding across all your proposals. This elevates your proposals beyond static documents, leaving a lasting impression on potential clients.

Can I edit this catering proposal template?

Absolutely! Super Proposal’s catering proposal templates are designed for easy editing. You can customize all sections of the template, including text, fonts, images, and branding elements. This allows you to tailor each proposal to a specific client and ensure it reflects your unique style. Get started with a pre-built template and customize it to create a winning proposal in minutes!

Are my documents secure?

Yes, your documents are secure with Super Proposal. We prioritize data security and employ robust measures to protect your information. This includes encryption, secure servers, and regular backups to ensure your proposals and client data remain confidential and safe.

What additional templates are available on Super Proposal?

Super Proposal offers 130+ proposal, contract and quote templates. Here are a selected few: Branding Proposal Template Cleaning Proposal Template Ecommerce SEO Proposal Template Electrical Proposal Template Landscape Proposal Template Painting Proposal Template Plumbing Proposal Template Property Management Proposal Template Roofing Proposal Template Sales Proposal Template Vending Machine Proposal Template

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How to Write a Catering Proposal in 6 Simple Steps (Free Template)

UPDATE July 2022: Easily Send a Proposal for Clients to Review & Pay Online

Are catering proposals still worth it, what exactly is a catering proposal, essential components of a catering proposal, how to write a catering proposal in 6 easy steps, conclusion: drive catering sales with honeycart software.

Karen screamed for joy as tears casually rolled down her eyes.

After months of struggling to run her business, she was on the verge of securing a mega-contract with a big digital agency. This deal to cater lunch for 25-30 people daily would allow her to expand operations.

The only problem?

She had to submit a catering proposal to her potential client. And she had no idea how to go about it.

But she’s not alone.

As a drop-off caterer, I know you’re more concerned with preparing food, getting clients, and running your business. 

So, creating a catering proposal may be the last thing on your mind.

But if you’re in a position or perhaps if you ever find yourself in a position like Karen, where you must submit a catering proposal, then this article is for you.

I’ll show you the essential components of a catering proposal and how to write an excellent one for your business.

But before we proceed…

Without a doubt, the global pandemic has affected the way most things are done in the catering industry.

As such, potential clients like the one who wanted Karen’s services may not require a catering proposal before awarding you a contract. They just wanted food catered and delivered to 25-30 people per day. 

However, this doesn’t eliminate the fact that you still need to present your business in a professional way to attract clients. 

Like, what if you could just send potential customers a link to your menu where they can easily place orders and you deliver? 

You’d prefer that over investing so much time writing proposals you’re not sure they’ll approve, right? 

Now, that’s where catering order automation software like HoneyCart comes in.

HoneyCart makes it super easy to automate your entire ordering process in a few clicks. You can create and manage your online menu where clients can conveniently place their orders. 

Also, you can set ordering policies like how much lead time is required before placing an order, when they can make changes, or when they can cancel an order, etc.

Once your online menu and policies are set, simply copy and share your customized link on your website, social media bios, or blog posts.

Clients interested in your catering services will simply click on the link and be redirected to your online menu to place orders for as many people as they want.

Take Elizabeth Choto of Grazedat Catering for instance. 

She added her HoneyCart link to her Instagram Page. 

This way, her customers now place orders for as many people as they want by clicking on her link while adhering to her ordering policies.

This eliminates the need for crafting and sending proposals especially if it’s for large orders. 

The result? 

It has helped her reduce order processing by 80% .

In her words:

“HoneyCart made it super easy for me to build an online menu that was easy for customers to navigate and customize their orders and freeing up valuable time on my end for me to tackle other tasks. The time I spent processing orders has been cut by over 80% and it’s been such a relief and help to have more time on my hands.”

That being said, you’ll probably still come across some big catering clients who prefer to see a proposal before awarding you a contract.

For such big clients, you must know how to craft a proposal for when the need arises like in the case of Karen, our fictional character.

But you can’t create what isn’t well defined. 

So let’s start there.

As investors or banks would like to see a catering business plan before giving you funds, so would clients like to see a proposal before awarding you a contract.

However, a catering business plan shouldn’t be mistaken for a catering proposal. 

A business plan is a guide that outlines your goals and details how you intend to achieve them. On the other hand, a catering proposal is a document pitched to potential clients providing information about your catering services. 

In it, you’ll add things like your catering menu , prices, ordering policies, terms, etc. The goal of a catering proposal is to: 

• Introducing yourself and the business
• Highlight the services you offer
• Describe the potential costs
• And more importantly, present you as the perfect professional to execute the job.

This means you must be intentional about writing an effective proposal. An excellent one moves you closer to securing catering deals.

Now, I understand you wear many hats and take on a variety of responsibilities. As such, you probably don’t have the time to create a proposal from scratch. 

Well, I’ve got you covered.

We’ve developed a free catering proposal template you can customize to your specific needs. I know, creating a proposal, even with a free template, is still a daunting task for drop-off caterers. 

Don’t worry.

As we progress through this article, I’ll guide you on how to create one step-by-step. 

Download and make a copy of the free template to follow along with me:

Ideally, it’s important to speak with clients to understand their requirements before drafting a catering proposal. 

This way, you are not creating a one-size-fits-all proposal but something tailored to each client.

However, there are certain components that you must include in every proposal.

And they are:

Introduction

Briefly introduce your catering business. Here, you can share your background, relevant experience, and length of time in business, and any other information that will score more points for you.

Event description

Here you provide an overall scope of the event which includes event type (business lunch, family gathering, holiday party, or office party), event venue, possible dates, number of guests, etc. 

Menu & Pricing

Your catering menu is one of the first things potential clients look out for in a proposal. Again, it’s important to discuss with your client before creating a proposal. 

As such, you can create a menu customized to the client’s preference. Also, you should add the cost of each menu item to the proposal. 

Here is a free catering menu template you can use to make a custom menu for each client.

Terms and Policies

It’s important to add the terms and policies you need your client to know about your business. And ensure they read it before signing. This way, you have full legal backing in case anything goes wrong. 

Also, to be on the safe side, you should have proper legal counsel review any policies you use in your business.

So if they do anything contrary to what’s stated on your terms, you will have the right protections in place.

Now that you know some of the key elements to include, let’s take a look at how to write a catering proposal.

To follow through the steps, don’t forget to download (and make a copy) of the template here . 

Step 1: Write a cover letter

If Karen writes her catering proposal, the first thing she’ll need to include is a cover.

Because it’s the first thing your client sees when they read your proposal. It’s as important as the proposal itself. And it’s an opportunity to sell yourself and give clients a great first impression. 

And you know what they say about first impressions. As Aleya Harris , the current Marketing Committee Chair for NACE pointed out in this article :

“ It’s what helps people to decide if they want to stick around or make a fast exit .”

As such, your cover letter needs to be top-notch to win your clients over.

But first, what’s a cover letter?

Wikipedia defines it as “a letter of introduction attached to or accompanying another document such as a résumé or a curriculum vitae” or in this case, a proposal.

In other words, it’s a brief, one-page summary that introduces your business and provides a quick overview of your services. This is where you include information like the client event type, date, time, venue, and location of the event.

Most cover letters also include the minimum guest count guarantee. Without a doubt, cover letters add a personal touch to your proposal.

Head over to the free catering proposal template we provided for a cover letter sample.

Step 2: Include Your Menu Items & Cost

You’ll agree with me that food is one thing most people look forward to at any event.

So, to ensure the event you are catering for is a success, your offerings have to be mouthwatering. You never know how many referrals you’ll get from one event.

As such, you must pay critical attention to this part.

Based on the client’s preference, you can include a variety of menu items people can choose from. And if the client doesn’t have a menu preference, feel free to get creative with your offerings.

Also, don’t forget to add the amount each menu item costs.

Step 3: Add Extra Charges (if any)

Besides food and drinks, if there are other items or services you provide as a drop-off caterer, this is the section to list them.

For example, if you are providing items such as linens, tableware, equipment, silverware, dinnerware, serving dishes, and more, you can list them as well as the cost of each item.

Also, if you include additional staff, you can list all labor costs necessary to perform assigned tasks adequately. Labor costs are usually paid hourly times the number of hours and staff.

Step 4: Total Quote

This is the total amount of all the charges in the sections above the client is expected to pay before or after the event. 

Here, you break down all the items or catering services you are providing and the cost attached to each of them.

You can do this in a tabular format to give the client a better overview of the total amount they have to pay. 

And if they want to add or remove anything to fit their budget, they can easily do it within this section.

Step 5: Explain Your Policies

As with any business, it’s important to have policies in place that clients must follow. This is a recipe for a successful event.

However, listing your policies isn’t enough. You still have to take a step further to clearly explain them. This is necessary to avoid any unforeseen disagreements between you and your clients.

The policies in catering an event sometimes depend  on the client but the most common ordering policies to explain in your catering proposal are:

• Minimum guest count guarantee
• Cancellation policy
• Tax & service charge
• Acceptable payment terms

Step 6: Signature and Payment Information

The last section is where you place a statement of agreement for the client’s consent and a line for his or her signature.

Below this, you can add where and how your client can make a payment just as it’s in the catering proposal template.

Running a drop-off catering business turns you into a marketer and salesperson at the same time. 

You must wear both hats to attract more clients and drive sales.

And as in-person activities are starting to resurface after the pandemic, you have to be more proactive in getting clients. 

Meryl Snow, a Senior Consultant for Certified Catering Consultants agrees.

“In a turbulent market, a proactive sales approach is a necessity. There simply isn’t time to sit around waiting for prospective clients to find you. This year, you’ll need to spend some time actively prospecting as the market—and the industry—grapple with the ‘new normal’ and the changes ushered in with the pandemic.”

As such, a proposal does a great job of presenting your catering services professionally to potential clients when you are prospecting.

What’s more? 

It gives you an edge over your competitors when bidding for catering gigs.

But are catering bids the most effective way of attracting and converting clients?

Again Meryl Snow has something to add about this:

“While active prospecting does take more time than playing the waiting game, it can easily be done efficiently to ensure that you’re proactively gathering business and putting your best business foot forward in a tough year.”

And what’s one efficient way to ensure you are putting your best foot forward?

Investing in a commission-free catering order automation software like HoneyCart without sacrificing your precious profits to third-party sites like ezCater .

HoneyCart, built with drop-off catering in mind, gives you the option to:

• Create and manage menu items
• Set ordering policies
• Set minimum order amount
• And other amazing features

The best part?

With HoneyCart, you get a unique link to share and take online orders. This way, potential clients looking for this option can simply order for as many people as they want for any event while adhering to your ordering policies.

Jim Lenz, co-founder of Two Unique Catering found this to be the case when he switched to HoneyCart. Without HoneyCart, he would have lost lots of clients.

According to Jim:

“Processing orders by phone or email was time-consuming and full of human errors. Of course, time is money. Additionally, many clients were looking for a platform to place their order so without this platform I believe we were losing business opportunities.”

Ready to drive catering sales ? 

Start your 14-day free trial right away. No credit card is required.

Oh! About Karen…

She used the steps outlined in this article to create a great catering proposal. 

And guess what?

She landed the contract!

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