Is this catering proposal template free?

Yes. Building, editing, printing and saving as a PDF is free with no signup. The AI writing has 3 free runs a day, and you can keep going for free once you confirm your email.

Will the AI change my prices or menu?

No. The AI never sees your prices, and it is told to describe only the items you entered. Every number on the proposal comes from your rows. Read the words once before sending and change anything that is not quite right.

Should I price per person or flat?

Price food and bar packages per person, since they scale with the guest count. Price staff, rentals, delivery and setup as flat lines. The template handles both on the same proposal.

Should a catering proposal include a service charge?

If you charge one, yes, as its own line. Hiding it until the invoice is the fastest way to lose trust. Say what it covers.

How fast should I send a catering proposal?

The same day as the call or tasting if you can, and within a day at the latest. Clients often ask two or three caterers at once, and a fast, clear proposal stands out.

What comes after the proposal?

A signed contract and a deposit, then a banquet event order (BEO) for your kitchen and staff. Our free event contract template and BEO template cover both.

Free template

Catering proposal template

Add the client, the event and your menu packages with per-person or flat prices. Totals, service charge and deposit add up for you, and AI can write the words. Print it or save it as a PDF.

Free
No signup
3 free runs a day

Your draft saves in this browser as you type.

You and your clientWho is sending and who is receiving

Your business

Your name

Your emailOptional

Your phoneOptional

Client name

Client companyOptional

The eventWhat, when, where, how many

Event type

Date

Guests

Start

End

Location

What the client asked forPaste or summarize

Your packages and pricesYour own items and prices. Totals add up for you.

Item or package

What’s in it

Price ($)

Priced

Service charge %Optional

Tax %Optional

Deposit %Optional

Valid for (days)

Subtotal $0.00Estimated total $0.00

AI writes the cover note, overview, package descriptions, timeline and next steps. It never sets prices: those come only from your rows.

Your proposal

Click any paragraph to edit it. Fill in anything in [brackets] before you send.

Your business name

CATERING PROPOSAL

Prepared for [Client name]

September 29, 2026 · Valid until October 13, 2026

Event overview

Event

Date

Guests

Time

Location

Proposed timeline

Next steps

Acceptance

Sign below to accept this proposal. We will send the agreement and deposit details to confirm your date.

Client signatureDate

Business representativeDate

Free catering proposal template: mikla.ai/tools/catering-proposal-template

How Mikla helps

From “yes” to a paid deposit in one step

Mikla turns an inquiry into a signed contract and paid deposit: your template, filled in, with built-in e-signature and Stripe payments.

See contracts and payments Book a demo

How it works

Three steps, under a minute.

1
Add the event
Client, date, guest count, service times and location, plus what they asked for.
2
Enter your menu and prices
Menu packages per person, staff and bar service as flat lines. Totals and the deposit add up for you.
3
Write, edit and send
AI writes the cover note, menu descriptions and service timeline. Edit any line, then print or save as a PDF.

What to include in a catering proposal

A cover note that repeats back what the client asked for, so they know you listened.
Event details: date, guest count, location, and the start and end of service.
The menu, package by package, with what each includes and the vegetarian, vegan or allergy-friendly options.
The service style: buffet, plated, family style, stations or drop-off. It changes staffing and price, so name it.
Staff, bar service and rentals as their own lines, so the client sees what they pay for.
Pricing: per-person items multiplied by the guest count, flat items, service charge, tax and the total.
A service timeline: arrival and setup, when food goes out, and when your team clears and leaves.
Terms in short: the deposit that reserves the date, when the final count is due, and how long the prices are valid.

A sample catering proposal outline

Header: your business name and contact details, “Prepared for” the client, today’s date and a “valid until” date.
Cover note: three or four sentences, signed by the person the client spoke with.
Event overview: a small table with the event, date, guests, time and location.
Menu and services: one short paragraph per package.
Pricing: the table, then subtotal, service charge, tax, estimated total and deposit.
Service timeline: five to eight lines from arrival to pack-out.
Next steps and a signature line to accept.

How to price a catering proposal clearly

Quote food per person and show the math: price times guests. Quote staff, bartenders, rentals and delivery as flat lines. Clients compare caterers on the total, so show the total, not only a per-person price.

If you add a service charge, show it as its own line and say what it covers. A service charge is not the same as a tip unless you say so, and tax rules for service charges vary by state, so check with your accountant.

Tie the price to a final guest count deadline. The final bill should use the final count, and the proposal should say so.

Send it fast, then follow up

The first caterer to send a clear proposal often wins. An HBR study of 2,241 US companies found that firms that contacted a lead within an hour were about 7 times more likely to qualify it than firms that waited even an hour longer.

After you send it, follow up two or three days later, then around day seven, and once more before the prices expire. Add something useful each time, like a tasting date or an answer about dietary options. Our free follow-up email generator writes these emails for you.

FAQ