Catering & events
Catering order form template
Catering quotes fall apart on the things nobody wrote down: the head count that grew, the vegan guest mentioned in passing, the venue with no lift and a 4pm loading window.
This template asks for all of it before you price the job — trays with servings in the name, an event date and time, a service style, the venue address, and dietary requirements as explicit checkboxes rather than an afterthought.
Totals itself · one shareable link · no card required
Free, no signup. For Google Sheets or Docs, upload the .xlsx or .docx to your Google Drive — it converts on open.
Field by field
What to put on a catering order form
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Trays priced with servings in the name
"Serves 20" turns a price list into a planning tool. Customers order the right volume, and you stop rescuing under-catered events on the morning.
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Event date and serving time as separate fields
Serving time drives your kitchen schedule and your van. Ask when the food should be on the table — people who are asked for an "arrival time" always guess.
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Head count as a number field
It's the sanity check against what they ordered. If forty-five guests come with one sandwich platter, you can call before the invoice, not after.
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Service style as a required choice
Drop-off and staffed service are different businesses with different costs. Making it a required choice puts the labour question at the top of the quote.
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Dietary needs as tick-any-that-apply, with no "none" box
These genuinely stack — vegan portions and a nut allergy in the same room — so checkboxes are right. What is wrong is a "no special requirements" box alongside them: nothing stops someone ticking it next to "nut allergy in the room", and the kitchen gets a contradiction. Say "leave blank if none" in the help text and confirm the numbers back in writing.
Every format
Download the catering order form in the format you work in
Catering order form template in Word (.docx)
The Word version doubles as a quote sheet: edit the menu, adjust the terms, add your logo, and send it as the written record of what was agreed for the event.
- ·Editable menu table with servings, price and quantity
- ·Event, venue and service-style blocks
- ·Terms section for deposits, final head count and cancellation
Catering order form template in Excel or Google Sheets (.xlsx)
Use the spreadsheet to build the quote and check the numbers — portions against guests, subtotal, delivery and deposit. The log sheet becomes your event diary.
- ·Formulas for line totals, subtotal, deposit and balance due
- ·Order log sortable by event date to see the week ahead
- ·Upload to Google Drive to open in Google Sheets and share with your kitchen lead
Catering order form template PDF
Send the PDF as the confirmation document. Fixed layout, fixed prices, and every logistical detail on one page the venue contact can forward internally.
- ·Locked menu and pricing for a clean written quote
- ·One page covering event, venue, service style and dietary needs
- ·Easy to forward to a client's finance or facilities team
Printable catering order form
Print it for tastings and site visits. Wide lines for venue notes, checkboxes for dietary needs, and signature lines so a verbal yes becomes a booked event.
- ·One page with room to write access and parking notes on site
- ·Dietary tick-boxes that are hard to skip, and room to write the numbers
- ·Signature and deposit lines to confirm the booking there and then
Use this template online instead
Same fields, same prices — but the totals calculate themselves, the orders land in one dashboard, and nothing gets lost in an inbox. Share one link anywhere: bio, group chat, QR code on a flyer.
Free while in beta · No card required
Catering order form template FAQ
+What should a catering order form include?
Menu items with servings and prices, event date, serving time, expected guests, service style, venue address, dietary requirements, access and logistics notes, an on-site contact, and your terms for deposits and final head count.
+How far ahead should catering orders be placed?
Five business days is a common minimum for drop-off catering, with the final head count due 48 hours out. Put both in the form description so the deadlines are part of the order, not a later email.
+How do I handle changes to the guest count?
State a final-count deadline on the form and confirm the number in writing when you take the order. With the online version you can simply take an updated order and mark the earlier one cancelled in the dashboard.
+Can I quote delivery separately?
Yes. Either add a delivery line as a product with your flat rate, or state a mileage rule in the description — this template includes delivery within 15 miles and quotes beyond that.
+Does the online version calculate the total?
Yes — line totals and the order total are calculated from your prices as the customer selects, and they arrive in your dashboard already worked out.
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Quote the event, not the guesswork.
Free while in beta — unlimited forms, unlimited orders.
Use this template online — free