Catering Quotation Maker
Fill in the menu, the rate and the extras. The quotation on the right updates as you type. Download it as PDF or Word, print it, or send the summary on WhatsApp. We have filled in a sample sangeet so you can see how it looks.
How to write a catering quotation clients say yes to
Price the plate from your food cost
Start with what one plate costs you: every dish at the portion you serve, plus gas, disposables and a little extra for wastage. Most caterers keep food at 30–40% of the plate rate. So if a veg plate costs you ₹220 to make, ₹550–700 is a normal rate. Non-veg and live counters push the food cost up, so price them higher rather than squeezing your margin.
For a quick check of your numbers, the catering price calculator works out a per-person price from the menu and service style.
Show extras as separate lines
Waiters, live counters, crockery, transport and decoration are real costs. Showing them as their own lines makes your quote easy to compare, and the client can see why a cheaper quote from someone else may leave out staff or crockery. If the client wants one simple number, fold them into the plate rate and say so in the notes.
Terms that save arguments later
- When the final guest count is due (2–3 days before is common), and that you bill for the higher of the confirmed or actual count.
- The rate for extra plates on the day.
- Who arranges gas, water, electricity and space for cooking at the venue.
- Service hours, and the charge for each extra hour.
- What happens to the advance if the event is cancelled or moved.
Advance and payment
Most caterers take 25–50% to confirm the date. That pays for stock and holds your team for the day. The balance usually comes in one or two parts, for example 40% a week before and the rest on the event day. Put the plan in the quotation, and send it the same day the client asks. A quick, clear quote often wins over a cheaper slow one.
Questions caterers ask
What should a catering quotation include?
Your business name, phone and GSTIN, the client and event details (date, venue, time, guest count), the full menu, the price (per plate or item by item), every extra such as staff, counters, crockery and transport, GST, the total, how much advance you need, and your terms. Add how long the quote is valid, because food prices change.
How do caterers price a plate?
Work out the food cost of one plate (all raw material, gas and disposables), then price it so food is about 30–40% of the plate rate. A veg plate with food cost of ₹220 usually sells at ₹550–700. Staff, live counters, crockery and transport can be added inside the plate rate or shown as separate lines; separate lines make it easier for the client to compare quotes.
What GST do caterers charge in India?
Most outdoor catering is charged 5% GST without input tax credit. Catering inside a hotel that charges ₹7,500 or more a night for a room is generally charged 18%. If your turnover is under the registration limit and you have no GSTIN, you cannot charge GST at all. Check your case with your CA.
How much advance should a caterer take?
Most caterers take 25–50% when the booking is confirmed, so they can block the date and buy stock. The rest is paid in one or two parts, for example 40% a week before and the balance on the event day. Write the plan in the quotation so there is no argument later.
Can I get this quotation format in Word?
Yes. Fill in the form, then use Download Word. The file opens in Microsoft Word or Google Docs so you can change anything. You can also download a PDF, print it, or send a short summary on WhatsApp.
Is this quotation maker free?
Yes, it is free with no sign-up. Nothing you type is saved on our servers. Close the page and it is gone, so download the PDF or Word file before you leave.
More for caterers
Updated November 2026 · The sample uses typical rates for a veg event in a big Indian city. GST rules can change; confirm your rate with your CA.