Free Catering Proposal Letter [Sample]

Learn how to write a catering proposal letter. Use our sample catering proposal letter as a template for your proposal letter.

Catering Proposal Letter sample

[Catering Company Letterhead]



Name of Client
Address of Client
Phone Number of Client

Dear [Client’s Name],

[Catering company’s name] is looking forward to providing food items and other services to you and your event guests. Our company will provide [list any pertinent services] for your event.

Please read over the proposal letter for [Name of Event] that will be on [Date] at [Time AM or PM] for a period of [number of hours] at [Name of Venue] at [Address of Venue] to see if you agree with our company’s quote for a minimum guest guarantee of 20 [list other number when necessary].

Respectfully yours,

[Printed Name of Caterer]
[Signature of Caterer]

Menu Items and Charges for a Minimum of 20 Guests 
1. Appetizers

[2 platters of stuffed mushrooms at $10.00 each for a total of $20.00]

2. Salad and Salad Dressing

[4 bowls of tossed salad at $18.00 each for a total of $72.00.]

[2 carafes of Italian salad dressing at $5.50 per carafe for a total of $11.00.]

3. Bread

[4 dozen breadsticks at $5.00 per dozen for a total of $10.00.]

4. Entrees

[4 containers of Chicken Parmigiana at $40.00 per container that feeds 6 guests per container for a total of $160.00.]

5. Desserts

[20 individual servings of chocolate mousse at $40.00 total.]

6. Beverages

[5 gallons of raspberry tea at $5.00 per gallon for a total of $25.00.]

Additional Charges

[3 staff members for the event at $10.00 per hour for a period of 4 hours equal $120.00]

[Charges for dinnerware, silverware, and serving dish equal $90.00]

[Table linen rental equals $30.00]

[2 centerpieces at $10.00 each for a total of $20.00]

Final Quote

• Total for Menu Items is [$338.00]
• Total for Labor is [$120.00]
• Total for all other charges is [$140.00]
• Grand Total is [$598.00]
• Required 25% Deposit [$149.50]
• Balance Due 10 Days Prior to Event [$448.50]


Minimum Guest Count Guarantee

We calculate our quote with a minimum guest count guarantee in mind. If your guests number less, you will still pay for the minimum guests. On the other hand, if your guest list expands, your charges will increase.

Time Frame

You agree with a set frame of time that your event will fill for our services. If our staff members are required to work longer, the labor charges will increase on your final bill.


A 25% deposit is payable upon acceptance of this proposal. The deposit is refundable only if you cancel 30 days prior to the event. After this date, no refund is possible as plans may already be enacted for your event.

Payment Terms

Payments terms require you to pay a 25% deposit and that the balance has to be paid within 10 days of the date of the event. 

All additional costs incurred from higher guest counts, or additional staff hours will bill within 10 days after the event and will be payable upon receipt of bill. Collection actions will be taken when necessary to obtain payment of these charges.

Signature and Payment Information

1. Signature 

By signing below I, [Name of Client], show that I agree with all elements of this proposal letter, including the company policies.

[Signature of Client] [Date]

2. Payment Information

Payment to us can be made with cash, money order or check by submitting it to us at this time. To pay by credit card, fill out the form below:

Name on Card:
Type of Card: VISA, MasterCard, Discover
Account Number:
Expiration Date:

Thank you for letting [name of catering company] be of service to you.

***Caterers only need to replace information between the [ ] to personalize each Catering Proposal Letter.

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