Catering Inquiry to Event Quote

Turns a catering inquiry, however messy, into a clear written quote.

Food truckFood and Drink✓ Checkedv1.0

Before and after

BEFORE · what the owner typed

got an inquiry from Dorothy Jennings, she's planning a retirement party for her husband's crew at the Lockhill yard, 4156 Hazelhill Rd in Otterdale, Saturday October 18, want us there 5 to 8pm. She says 64 adults and 14 kids coming, and 6 of her own helpers will eat too. Wants the brisket tacos and the street corn cups. Also mentioned one of the guests has a shellfish allergy and asked if we do a dessert. I'm Elias Novak, Larkhill Smokehouse Truck, 267-555-0106. My numbers: tacos $4.50 each, adults get 3, kids get 2, helpers 3. Street corn cups $3.75 each, 1 per person. I add 10% extra on tacos only, round up. Travel fee $60 flat for Otterdale. Service fee $150. Deposit is 30% of the total, due to hold the date. No tax, we're not charging it on catering. Cancellation, deposit is not refundable inside 14 days of the event. Final headcount due 7 days before.

AFTER · what the skill produced

Hi Dorothy,

Thanks for thinking of us for the retirement party. Here is your quote for Saturday, October 18, serving from 5:00 to 8:00 pm at 4156 Hazelhill Rd in Otterdale.

Headcount
64 adults + 14 kids + 6 helpers = 84 people

Menu and portions

| Item | Portion math | Quantity | Price | Line total |
|---|---|---|---|---|
| Brisket tacos | Adults 64 x 3 = 192, kids 14 x 2 = 28, helpers 6 x 3 = 18, total 238. Add 10% extra (23.8), round up to 24 | 262 tacos | $4.50 each | $1,179.00 |
| Street corn cups | 84 people x 1 | 84 cups | $3.75 each | $315.00 |

Cost summary

Food subtotal: $1,179.00 + $315.00 = $1,494.00
Travel fee (Otterdale): $60.00
Service fee: $150.00
Total: $1,704.00
Deposit to hold the date (30%): $511.20
Balance due: $1,192.80

Terms

The deposit holds your date. It is not refundable if you cancel inside 14 days of the event.
We need your final headcount 7 days before the event, which is Saturday, October 11.
No tax is charged on this catering order.

Dietary needs
You mentioned a guest with a shellfish allergy. I will talk with you directly about the ingredients in our menu items and how we prepare them, so you can decide what is right for that guest. Please call me at 267-555-0106 and we can go through it together.

Thanks again, Dorothy.
Elias Novak
Larkhill Smokehouse Truck
267-555-0106

Questions for the owner

Dorothy asked about dessert. You did not give a dessert item or price, so none is quoted. Do you want to offer one?
Does the venue at 4156 Hazelhill Rd allow the truck to park and serve there? Please confirm with the venue and check any local permit needs before you accept the deposit.
How do you want to accept the deposit (payment method and due date)?

What it does

Turns a catering inquiry, however messy, into a clear written quote. It works out the headcount, the portions to prepare, and the total price using only the owner's own menu, prices, and policies.

Use it when: Use when a food truck owner gets a catering or private event inquiry and needs a written quote with headcount and portion math, such as: "quote this catering request," "how much food for 120 people," or "price this wedding inquiry."