Free Catering Proposal Template (Ready to Send)

Who this is for: catering sales managers and event coordinators at independent hotels, hotel groups, resorts, B&Bs, and parks pitching catering services to a client before the event is booked.

A catering proposal is the document you send to win a client's business, before anything is confirmed. It is different from a banquet event order (BEO), which locks in logistics after the client has already signed. One catering proposal covers what a caterer needs to pitch: event details, proposed menu, service and rental needs, pricing, and terms. There are not multiple real-world formats for this, so this page gives you one complete template plus a filled-in example.

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What's Included in This Template

• Cover section with client name, prepared-by contact, and proposal validity date
• Event details: type, date, venue, guest count, service style, timeline
• Proposed menu with number of courses, appetizers, entrees, sides, dessert, and bar service
• Dietary and allergy accommodations tracked separately from the menu
• Staffing, furniture, and equipment rental needs
• Pricing as a per-guest or package rate, with inclusions and optional add-ons
• Deposit, payment schedule, and cancellation terms
• A signature line to convert the proposal into a booking
• A completed example, not just a blank form

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Catering Proposal Template

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Example: Completed Catering Proposal

A filled-in example makes it easier to see how each field is actually used. This is a sample corporate holiday party proposal, fully completed.

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Catering Proposal Templates by Property Type

Catering proposals are mainly sent by properties that sell event catering as a service: Independent Hotels, Hotel Groups, Resorts, Bed & Breakfasts hosting small private events, and Parks with a pavilion or lodge. Motels and Hostels typically do not sell catering, so a proposal usually is not relevant there. Independent Hotels use the template above as-is. The other four variants are below.

Hotel Groups Proposal

Adds the specific property name and location plus a cross-property billing code, so a proposal sent from one property routes correctly within the group's central sales accounts.

Resort Proposal

Adds an indoor/outdoor backup plan for weather contingencies, resort activity add-ons (cabanas, watersports, spa bookings tied to the event), and a resort fee line if it applies to the event space.

Bed & Breakfast Proposal

Scaled down for small private events like weddings and showers. Guest counts are smaller, menus are usually in-house only, and it can include an overnight room block for guests staying on-site.

Parks Proposal

For outdoor pavilions, lodges, or event spaces at parks and campgrounds. Adds a weather contingency plan and a site block reserved for attendees, in place of a standard venue field.

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How Do You Write a Catering Proposal?

Start from what the client tells you about their event, then price it as a clear package, not a line-item menu.

• Confirm event type, date, venue, and estimated guest count with the client first.
• Propose a menu with a realistic course count for the event type and service style.
• Note allergy and dietary accommodations separately so nothing gets missed in the kitchen.
• List staffing, furniture, and equipment included, so the client sees exactly what they are paying for.
• Price it as a per-guest or package rate with clear inclusions, not a confusing line-item breakdown.
• State the deposit, payment schedule, and cancellation policy plainly before asking for a signature.

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Common Mistakes to Avoid

• Quoting a line-item menu instead of a clear per-guest or package price, which invites renegotiation
• Leaving out a proposal validity date, so a client can hold a stale price indefinitely
• Forgetting to note dietary and allergy accommodations until the week of the event
• Sending a proposal without a deposit and cancellation policy, then having no leverage if the client backs out
• Treating the proposal as the final logistics document instead of following up with a BEO once booked

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Frequently Asked Questions

1. How to write a proposal for catering services?

Confirm the event details with the client, propose a menu and service style, price it as a clear package, and state your deposit and cancellation terms before asking for a signature.

2. What's the average catering price for 100 people?

Pricing varies widely by menu and service style, but most full-service catering for 100 guests runs from $70 to $150 per person once staffing, rentals, and bar service are included.

3. How to write a catering proposal letter?

Open with a short cover letter addressed to the client, reference their event by name and date, then attach the full proposal with menu, pricing, and terms.

4. What are common catering mistakes to avoid?

The most common mistakes are quoting without a clear package price, skipping allergy accommodations, and leaving payment terms vague until after the client has already said yes.